Item Record - Contents
The item record forms the basis of a Commercial management folder. Indeed, any information entered when creating items determines to a large extend the creation of
documents, analyses and statistics on all aspects of business: purchases, sales, inventory, valuation, etc. The objective is to clearly identify items and classify them by
category, supplier, collection, theme or classification.
The process also involves defining the behavior of the items when entering documents and performing valuations. This allows you to analyze the commercial performance of
the items associated with each classification, and therefore decide on the commercial strategy to be applied for future seasons.
Yourcegid Retail Y2 can differentiate various types of items such as:
- Merchandise (MAR): These items occur most frequently and are the most important. They are dealt with in this manual. Within this category, a distinction is made between
single items (no dimensions managed, such as size or color) and dimensioned items (classed by size, color, materials, etc.)
- Service (PRE): These include services, repairs, or other items that are not referenced or managed in stock, etc.
- Financial (FI): These relate to purely financial register operations, such as deposit payments, reimbursements, register cash float, etc.
- Bill of materials (NOM): These items consist of separate merchandise items that have been grouped together into one item for sales purposes. Note that only items present in
a bill of materials are managed individually in stock.
Settings for item records
Company settings
Fields in item record
Access rights
Merchandise type item records
List of items
General tab
Pricing tab
Characteristics tab
Information tab
Notepad tab
Dimension tab
Photo tab
User fields tab
Toolbar
Service type item records
Settings and use
Functions related to items
Batch modification and deletion
Item reports
Item labels
Create from photos
List of items
Item user-defined tables at checkout
Settings and operation
Settings for Item Records
Company settings
Back Office: Administration - Company - Company settings - Commercial management/Items
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Open Commercial management/Items and enter the information in the following fields according to management mode wanted. It is highly recommended to manage the
following settings from among those proposed:
- Automatic barcode assignment
- Item code assignment
- Distinct barcodes per supplier
Fields in item record
Back Office: Settings - Customers - Field settings
This function allows you to determine the fields to be displayed in item records. Click here for further information.
Access rights
Back Office: Administration - Users and access - Access right management
Menu Concepts (26 ) – Commercial management/Items
This menu allows you to authorize the display, creation and/or modification of item records by relevant user group.
It also allows you to authorize (or forbid) viewing and modification of prices (Last Purchase Price – LPP and/or Last Cost Price – LCP), as well as the option to query and/or
modify item lists.
Menu Settings (105) – Items
This menu allows you to authorize the relevant user groups to access the various settings tables used for specifying the content of the item records. It also allows you to
authorize access to the definition of item profiles and barcode types as well as the configuration of required or optional fields in the item record that can be viewed or
modified.
Menu Basic Data (110) – Items
This menu allows you to authorize specific user groups to access the actual item records in Back Office. It also allows you to authorize modification, deletion or closing these
records. It is also used for managing access to item-related processes and printed reports.
Lists of Items
Back Office: Basic data - Items - Items
It allows you to display a list of existing items based on the specified sort criteria. At this stage, you can perform operations as described in detail hereafter. To open an item
record, double-click on the desired item line. The tabs displayed in the item record are detailed here.
Item list
The [Expand list] button allows you to hide the selection criteria displayed at the top of the screen in order to free up space to display the item list.
The [Search list] button allows you to launch an advanced search by record description.
The [Set up layout] button allows you to access the settings for the columns on the displayed list in order to customize the information displayed for each item.
The [Export list] button allows you to create a file containing the items from the list, and open this file at a later stage using an office tool such as Excel or Word.
You can create a new item record using the [New] button.
The [New bill of materials] button allows you to create a new item BOM (see Bills of materials.)
The [Duplicate item] button allows you to create a new item record by copying the information contained in the current record, thereby speeding up the creation process.
The [Item properties] button opens the current item record in search mode only. The fields are grayed out and cannot be changed.
These buttons allow you to navigate in the list of items displayed on screen.
The [Notepad] button enables you to display the notepad for the item line selected.
The [Print] button prints the displayed list.
The [Open] button allows you to access the current item record. You can also open the record by double-clicking a line.
Merchandise Type Item Records
Back Office: Basic data - Items - Items
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Attention!
We strongly advise you not to use a wildcard character when composing your item codes.
General tab
This first tab contains the basic information for the item. The fields displayed in the General tab are described below. The Orli presentation may be enabled or disabled (see
Company Settings - Items). Information relating to the item type (e.g. Merchandise or Bill of materials) is displayed on the right above the Comment field.
Orli presentation enabled
To enable this presentation, go to the Administration module - Company - Company settings - section Commercial management/Items.
When the Orli presentation is enabled, the options described previously will not be visible in the General tab. They will be found in the Characteristics tab. The Statistic
criteria 1 and Statistic criteria 2 fields are available in Orli display mode only.
The titles of these fields are configured using the Settings module, Items menu and command Field title – Collection + Statistics, whereas the corresponding content is
configured using Settings - Items - Statistics.
Orli presentation disabled
Some of the options described below will only be visible if the corresponding module has been purchased and serialized.
Fields
Description
Profile
Allows you to assign the item concerned to a default profile. Profiles may be created in the
Settings - Items - Item profiles.
In stock
This option indicates whether or not the item is managed in stock. By default, this checkbox
is activated – in principle, all items are in stock.
Packing Item
This option is only visible if packing management has not been activated in the company
settings. If it has been activated, this option will not be accessible by default when creating an
item. To do this, the item must not be in stock. A packing item does not include dimensions
(see Packing.)
Discountable
This option allows you to specify whether or not the discount in the document footer applies
to the item. By default, this checkbox is activated – the discount will therefore be applied to
all created items a priori.
Serial numbers
This option allows you to specify whether the item is managed with serial numbers (e.g.
jewelry, weaponry, etc.). By default, this option is deactivated – created items are not
managed with serial numbers unless expressly specified (see Serial Numbers )
Batch management
This option is used to specify whether or not the item is managed by batch. This option is
available for items with the following characteristics :
- Merchandise-type items only
- Items managed in stock
- Non-consigned and non-temporary items
- An item managed via serial number cannot be managed via batch, and vice versa.
For more information, see the documentation concerning batch management.
Temporary items
This option is not accessible by default. For it to be accessible, the item must not be in stock
and must be excluded from replenishment. These items can be called directly during the sales
transaction in cases where the item reference cannot be found. A process allows you to
correct the sale afterwards and replace this temporary reference with the actual reference of
the item sold. A temporary item does not include dimensions (see Sales Based on Temporary
Items.)
Item for free at register
This option allows you to specify that the item is free of charge (sample, customer gift, etc.)
When entering an item of this type into the register, the cursor will not land on the selling
price. These items are always free of charge. In this way, item scanning enables you to go to
the next line without stopping on the price. When checking out, some fields will not be
accessible: price, discount fields, discount percent, unit price and total amount. In addition,
the item will be sold without an alert message on the register, even when a margin check is
requested for the item.
Item for free outside
cashing
This option allows you to specify that an item will be free of charge only when entering
commercial documents, regardless of movement type: purchase, stock, inventory, etc. This
option has no effect on Front Office sales. When entering an item of this type into the
register, the selling price will be displayed normally.
Commissioned items
This option allows you to specify whether or not the sale of the item is to be taken into
account when calculating salesperson commissions. By default, this checkbox is deactivated.
Discountable at foot
This option allows you to specify whether or not the discount applies to the item. By default,
this checkbox is activated – Global discounts apply to these items.
Discountable on line
This option allows you to specify whether or not the discount in a document line applies to
the item. By default, this checkbox is activated – It is possible to apply a discount to an item
sales line.
Usable for loyalty
This option allows you to specify whether or not the sale of the item is to be taken into
account when calculating the loyalty total. By default, this checkbox is activated – sales of
the item are included in the loyalty total (see Loyalty.)
Included in indexes
This option allows you to specify whether the sale of the item is to be taken into account
when calculating sales indexes (average sales value, etc.) By default, this checkbox is
activated – sales of the item are included in the indexes.
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Pricing tab
Item margin check
This section allows you to specify the information required in order to calculate the minimum margin per item, so that you can check that this is applied in the documents. For
information, the Item margin check function is activated in the Administration module - Company - Company settings, section Commercial management /Documents - entry .
The price used as the basis for the check is retrieved from the item record in accordance with this company setting. You will then need to indicate the margin qualifier for each
item (Coefficient – Amount – Percentage) as well as the associated minimum value. The following formula is used to calculate the margin, based on the company setting and
selected margin qualifier:
Characteristics tab
Description of the Characteristics tab when the Orli presentation has been enabled.
Replenishment excluded
This option allows you to specify whether or not the item is to be taken into account when
calculating the automatic replenishment proposal. By default, this checkbox is deactivated –
the item is included when calculating the replenishment proposal.
Managed as countermark
The countermark must be enabled for each item concerned (see Countermark Management.)
Fictitious item
This option is available only in Production Management. A dummy item is a group of bill of
materials lines (i.e. components). It is not managed in stock, only its "children" are.
Invisible in Omni-channel
This option allows you to specify whether or not the item is available for use on a Website
(see Omni-Channel Management.)
Deleted on
This field indicates the date applied for batch deletion.
Closed
This option allows you to forbid the use of the item in all documents. By default, this
checkbox is deactivated. However, you can use a related setting in document type menu to
authorize the use of closed items in certain document types (e.g. transfers, special entry/exit,
etc.).
Sale suspended
This option allows you to forbid the use of the item in sales documents only (e.g. confirmed
shortage). By default, this option is deactivated.
Fields
Description
Currency
This section allows you to modify the display currency of the prices included in this tab. By
default, the display currency is always the currency of the folder defined in the
Administration module - Company - Company settings, section Accounting/Folder settings.
When changing the currency, the exchange rate that was used for the conversion and the
corresponding date are displayed for information.
Price calculation method
The Price calculation method section allows you to automate the calculation of retail selling
prices (incl. tax) and trade prices (excl. tax). To do this, select an initial price from the list,
then select a multiplying coefficient and, if applicable, a rounding method.
Item margin check
This section is detailed below, under this table.
Price list category
This option allows you to link the item to a specific category that has already been created
using the Settings module - Items - Price list category. The objective is to facilitate the input
of prices by selecting a category, thereby allowing all items in a specific category to be
processed more quickly.
Single price
This checkbox is very important for an item managed in dimensions. It allows you to specify
whether the prices for all dimensions of an item are identical, or whether these prices differ
according to dimension.
Excluded from the
automatic price list
generation
If the corresponding setting is activated in company settings, this option allows you to specify
whether or not the item should be included in the automatic price list generation process (see
Automatic Price List Generation.)
Purchase price
This section allows you to enter the purchase price of the item directly, or modify the result
of the automatic calculation. The “Last purchase price” field and “Weighted average
purchase price” field are populated by Yourcegid Retail based on the movements entered for
the item in question. However, it is also possible to enter the last purchase price manually.
Cost price
This section allows you to enter the cost price of the item directly, or to modify the automatic
calculation result created by the cost price management module. The “Last cost price” and
“Weighted average cost price” fields are populated by Yourcegid Retail based on the
movements entered for the item and its profile. However, it is also possible to enter the last
purchase price manually.
Base selling price
This section allows you to enter Wholesale (tax excl.) and Retail (tax incl.) selling prices
directly, or modify the results of the automatic calculation. It also allows you to indicate the
quantity this price corresponds to. A selling price of €10 for a quantity of 2, implies that the
unit price is actually €5. By default, the billing unit is fixed by unit.
Company settings
Margin qualifier
Coefficient
Amount
Item purchase
price
Tax incl. UP/Item PP
Tax excl. SP – Item PP
Inventory LPP
Tax incl. UP/Inventory LPP
Tax excl. SP – Inventory LPP
Inventory WAPP
Tax incl. UP/Inventory WAPP
Tax excl. SP – Inventory WAPP
Item cost price
Tax incl. UP/Item cost price
Tax excl. SP/Item CP
Inventory LCP
Tax incl. UP/Inventory LCP
Tax excl. SP – Inventory LCP
Inventory WACP
Tax incl. UP/ Inventory WACP
Tax excl. SP – Inventory WACP
Field
Description
Allows you to enter the required information to create documents, such as a trade of
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Information tab
This tab allows you to customize the record according to individual needs, as the fields contained in this tab are entirely user-defined and configurable. The number of fields
will vary according to the display format activated.
- The names of the user-defined tables are defined in the Settings module, Items menu, and Field title command.
- The content of the user-defined tables is specified in Settings - Items - User-defined tables or directly in the record by clicking the button located next to the field .
Orli presentation disabled
The lower section acts as a notepad with simple word processing functions (right-click.)
Orli presentation enabled
The notepad will be transferred to its own tab (see Notepad tab.)
Notepad tab
This tab is only visible when ORLI presentation is activated in the Administration module, in Company - Company settings, section Commercial management /Items. If this
option is disabled, the notepad will be found in the Information tab.
Dimension tab
(Refer to Item dimensions)
This tab is only visible for items available in different dimensions (sizes, colors, etc.). It is not present for single items.
When creating an item managed with dimensions, you must associate it to a dimension mask; otherwise the item will be irreversibly created as a “Single” item. Right-clicking
on the dimension mask allows the user to allow certain dimensions to be managed for the item. Only existing dimensions are then visible in the mask. However, the “Detail”
checkbox allows you to view all mask dimensions, whether existing or not.
Photo Tab
This tab is only visible when one of the photos linked to the item has the necessary usage type defined in Administration - Company - Company settings - Commercial
management/Preferences, and specifically in the Photo for records field. If no photo is defined with this usage type, the Photo tab will not be displayed.
However, you can still see the photos linked to the item via the [Memos and photos] button in the toolbar.
User fields tab
This tab is displayed only when managing User fields.
Toolbar in the item record
You can create a new item record using the [New] button.
Measurements
goods declaration.
Variable weight
This option is visible only when the "Weighing module for items" option is activated
in the Administration module, via Company - Company settings, section Commercial
management/Front-Office. It allows you to specify whether or not the item should be
weighed when it is being sold.
Assortment criterion
Allows you to specify the type of assortment assigned to the item in question when
the module is activated in company settings (refer to Assortment.)
Purchases and Sales
These fields are used to specify the purchase/sales units for the item, and particularly
to indicate if the item is not managed by unit. The "Purchased in multiples of” and
“Sold in multiples of" fields are taken into account in document entry by rounding the
quantity entered or scanned by the user up to the next highest multiple. These fields
are also used when copying or generating documents. When entering transfers, the
field taken into account by default is the “Purchased in multiples of” field. It is
possible to adjust this setting according to the type of document in the Settings
module via Documents - Documents - Type.
Delivered/picked up
This field allows you to set the default pick-up type associated to the item to be
delivered/picked up (see Delivered/Picked up.)
Accounting and tax information
This section is also used for the trade declaration, but is essential for the correct
calculation of VAT in the various documents where the item appears.
Profile
Since this section no longer appears in the General tab, it will be visible in this tab.
The same goes for the following options displayed at the bottom of the screen :
Deleted, Closed and Sale suspended. These options are described in detail in the
General tab
Is considered in the quantity total
This option is active if the “Item for free at register” ticked. It allows you to take the
item quantity into account in calculation of the total quantity in each document.
Mask-type
The Mask-type, Mandatory, and Standard checkboxes and the “By default” field are
visible for dimensioned items only, provided that management of mask type is
activated in the Administration module, via Company - Company settings, section
Commercial management/Items. They are respectively used to indicate whether the
item is managed by mask-type, and if so, to specify whether or not the use of mask-
type is required. It is then possible to specify the standard mask type assigned to the
item (see Mask-types.)
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The [New bill of materials] button allows you to create an item BOM (see Bills of materials.)
This button is used to add data set in profiles to current item records (Settings module/ Items/Item profiles).
The [Duplicate item] button allows you to create a new item record by copying the information contained in the current record.
The [Update prices] button allows you to update the selling and cost prices.
This button gives access to item flash query. This window lists all item movements (transfer, returns, reservation, etc.).
The [Complementary data] button enables you to manage several attributes per item, including:
- Item exceptions (on documents, by store, by tax system)
- Cost price management
- Unit initialization
- Any links with other items
- Supplier lists are useful only in a multi-supplier environment (see the company setting “One supplier per item”.)
- Multi-referencing (allows you to assign codes other than Yourcegid Retail Y2).
- Classification management (see Multi-classification.)
- Collecting data may be called up using this button (see Business operations and data collection.)
- The List of transformed items option allows you to view items that have been actually transformed. Very often, this means items purchased in bulk (e.g. chocolates
purchased by the kilo) and sold in mixed assortments (e.g. box of chocolates). This option is available only if the "Merchandise transformation" option, in the "Documents -
Entry” section of the company settings has been enabled.
The [Additional information] button allows you to view various information concerning items :
- Stock availability by warehouse and date
- Current documents for the item
- Various prices for the item (if Pricing module purchased)
- Technical bases (see Bills of Materials.)
The [Memos and photos] button allows you to access various photos or files linked to the item record. These photos are of a different type than the “Photo for records”
type defined in the company settings, and will not cause the Photo tab to be displayed.
The [Print] button allows you to print the item record.
Service Type Item Records
Service type items group together the services (alterations, rentals, etc.), repairs, and all items the user does not want to list. These are necessarily items not managed in stock.
Service record settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Services to set the default data.
Service record
Back Office: Basic data - Items - Services
The Service record is in the format of a simplified Merchandise item record where you can find previously viewed information.
The Additions tab is only visible when the Customer services and Special orders module has been purchased and activated (refer to Customer Services Management.)
Functions Related to Items
Batch modification and deletion of items
Batch modification of items
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Back Office: Basic data - Items - Batch modification of items
This function is used to modify or fill in a field for a selection of items. Modifications can be validated automatically for all selected records or else record by record for better
checking.
Batch modification by picture
Back Office: Basic data - Items - Batch modification by picture
It serves the same purpose as batch modification, but item selection is done using pictures defined as “picture” in the Use field in the item record.
Batch modification of services
Back-Office: Basic data - Items - Batch modification of services
This function is used to modify or fill in a field for a selection of services. Modifications can be validated automatically for all selected records or else record by record for
better checking.
Batch deletion of items
Back Office: Basic data - Customers - Batch deletion
This function is used to permanently delete an item or a selection. To do this, the relevant records must first be closed and contain a deletion date. Of course, certain checks
should also be carried out before authorizing deletion.
Item reports
Back Office: Basic data - Items - Item report
This function is used to print a list of item records selected according to various criteria, with or without valuation.
Item labels
Back Office: Basic data - Items - Labels
This function is used to print the labels to be affixed to the selected items (see Item Labels.) The available labels are as follows:
- The On catalog option allows you to print a specific number of labels for each existing item record and for each dimension, whether the item is present in inventory or not.
- The On request option allows you to print the exact number of labels you want for the selected items. This method is used to reprint labels if the original label has been lost
or damaged.
- The On sale return option allows you to print only one label for items returned by customers without a label.
- The options used for printing labels for orders, delivery notices, receipts, and transfers allows you to print the exact number of labels for the items contained in a document
of the type in question.
- The On inventory option allows you to print the exact number of labels corresponding to the number of the selected items in inventory.
Create from pictures
Back Office: Basic data - Items - Create from pictures
This functionality enables faster creation of item records by using pictures and an item profile. To use this, you have to specify the directory in which the files containing the
pictures are stored, image format and the item profile used. The records created will be populated with the values of the profile and will have to be completed after creation.
In addition, you should specify if the created items are managed with dimensions, and if so, which dimension mask is associated with the items. You therefore need to launch
the operation as many times as there are dimension masks, plus once more for single items. Item records can be created by batch or by validating each new record
(recommended option for better checking).
Make sure the size of attached images is not too large.
List of items
Back-Office: Basic data - Items - Lists of items
Yourcegid Retail Y2 offers many processes enabling you to select items according to classification: category levels or user-defined tables. This functionality enables you to
select a list of items free of all classification. For more information, refer to Lists of items.
Item User-Defined Tables at Checkout
Codes and short descriptions in item user-defined tables (1 - 10) can be displayed in columns on a sales transaction entry screen. Therefore, these tables must belong to the
input list associated with the document type FFO. They can also be changed during collection, but this modification applies only to the document line, as no change can be
made on the item record.
Although this feature is explained in the context of the checkout screen, note that the settings described bellow can also be defined for document types other than FFO.
Required settings
Step 1: Item user-defined tables
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Back Office: Settings - Items - User-defined tables
This command is used to set up user-defined tables of your choice. The first ten can be viewed in documents.
Step 2: Item record
Back Office: Basic data - Items - Items
These user-defined tables must then be associated with items of your choice. Therefore, go to the Information tab and specify the user-defined tables for items.
Step 3: Input lists
Back Office: Settings - Documents - Documents/Input lists
For the input list linked to checkout (the one declared in the FFO document type - General tab - field “Input list”), the first ten user-defined tables are available to be displayed
in the sales transaction entry screen.
At this step, note that if you add to the FFO input list a user-defined table that is not checked in the user-defined tables to be exported to the price list aggregates, a message is
displayed to indicate that the settings for standalone mode must be completed.
Step 4: Configure receipt input
Back Office: Settings - Front Office - Register - Button [Configure receipt input]
User-defined tables can also appear in the list of information to display.
Click this button to open the window to configure the receipt input.
Then, click this button to open the Information to display window.
Go to the Sale tab, select the user-defined tables of your choice, and validate.
Step 5: Document types
Back Office: Settings - Documents - Documents/Types
To make user-defined tables appear in the “Line info” section (located at the bottom on the left of the various documents,) select the item user-defined tables of your choice in
the document type, in the Line info tab.
How it works when entering a sales transaction
Front Office: Sales receipts - Sales - Enter transaction
When you enter a sales transaction, the user-defined tables selected in the input list appear in columns with their titles and will be populated with the values of the item.
These values can also be displayed in the "Information" section (below the item entry,) if they were selected the information list to display in the configuration of the receipt
input for the register.
The column containing the code can be modified directly on the line. The short description is not modifiable; it is updated in case the code is modified.
For dimensioned items, the change in user-defined tables in the input list is possible on the generic item and on dimensions.
There is no impact when modifying user-defined table of generic lines on dimension lines.
If you need to verify user-defined tables, press the [Additional actions], then select the “Line addition” option, and open the “Information” tab.
In sales transaction entry, you may also change the values of these user-defined tables for an item by erasing its value and selecting another from the list.
The new value will be kept in the column and will be visible on the information to display, after a line change, as well as in Line addition.
Note that the changes in the values of user-defined tables are only effective at document level, but not in the item record.
The modification of user-defined tables in the line addition automatically updates the user-defined tables in the input list.
If the value of a user-defined table is changed directly in the input list the line information section will not be updated immediately; it will be synchronized at record change.
User-defined tables are then saved at document level.
This operation is the same for any other document set up in his way; this also works in standalone mode.
Standalone mode
If user-defined tables are set up in an input list for checkout, you can view and modify user-defined tables in standalone mode in the same way as in connected mode, after
having ticked the user-defined tables in the settings for aggregates (you do not have to start a new calculation of aggregates,) and after having exported the register settings for
the standalone mode.
When reintegrating the receipts, the values of the user-defined tables that had been updated in standalone mode are kept in the reintegrated receipts.
Do not forget to complete the settings in standalone mode when adding an item user-defined table to the FFO input list (a reminder message will be displayed.) These settings
will be defined via the Administration module, menu Scheduled tasks, command Price list aggregates.
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Item Dimensions - Contents
Commercial management folders contain several types of items, including Merchandise items. In this category, the following are differentiated:
- Single items that are not classified by size, color, material, etc.
- Dimensioned items that come in different sizes, colors, material, depth, inseam length, etc.
For example, if you have one item that comes in 10 sizes and 5 colors, it would be needlessly complex, in terms of inventory management, to create 50 different item
references. Instead, you can create just one reference using the Size and Color axes (or dimensions). This will then be managed in inventory and in movements with the aid of
a dimension. A pivot table for axis 1 Size and axis 2 Color, representing all possible combinations. The number of different axes you will need to use depends on the type of
items in question.
The object of this overview is to explain the different steps required to create these masks, and the different ways the data can be displayed in item records and documents:
- To determine the type and number of different item axes required (size, color, inseam, cup size, shoe size, fabric, etc). These are dimension Categories.
- To determine the different codes and values for each range. These are Grids and Values.
- To determine the cross-references to use. These are dimension data entry masks.
Each dimensioned item will then be linked to the appropriate entry mask during creation. This mask will remain with the item throughout its lifetime.
General settings
Company settings
Access rights
Creating dimension masks
Step 1: Categories
Step 2: Mask types
Step 3: Grids
Step 4: Values
Step 5: Masks
Using dimension masks
In item records and document entry
Displaying dimension grids
Define grid display options
Define display profiles
Define modifiable item fields at dimension level
Manage reserved colors
Defining Item Dimensions
Company settings
Back Office: Administration module - Company - Company settings
Go to the Commercial management/Items menu. Click here to obtain the settings to be entered.
Access rights
Back Office: Administration - Users and access - Access right management
The following access rights menus must be managed for the various user groups.
Menu (105)—Settings - Items/Item dimensions
This menu allows you to authorize the relevant user groups to access the various settings tables needed to create the dimension masks used in the dimensioned item records.
Menu (26)—Concepts - Commercial management/Items
This menu allows you to authorize the relevant user groups to access the advanced dimension display settings, and to modify complementary descriptions for imported
dimensions.
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Creating Dimension Masks
Step 1: Categories
Back Office: Settings - Dimensions of items - Category
First, you need to determine the number and type of axes to be used for dimensioned items in the folder. Will items come in one-size only, by color, material, inseam or cup
size? The answers depend on the type of item in question.
You can manage up to 5 distinct dimensions, as shown below. The Category option allows you to determine this setting by assigning a description and a short description to
the desired dimensions.
Examples:
Code 001 Size
Code 002 Color
Code 003 Material
Code 004 Length
Code 005 Cup
Note that if a code is not specified, it means that the relevant dimension is not managed in the folder.
Step 2: Mask types
Back Office: Settings - Dimensions for items - Mask type
Next, it would be useful to determine the multi-store dimension mask type.
Note that there is already a “Standard” default mask. In addition to the standard mask, you need to determine a “Multi-store” mask type. You can do this by creating a new
mask type and checking the “Multi-store” checkbox. This step is not required, but it will allow you to add an additional axis to the dimensions already managed in the folder,
i.e. stores.
In order to create a new type, you must activate mask type management in company settings.
When dealing with several types of masks, you can switch between types using the dimension masks display options.
Step 3 : Grids
Back Office: Settings - Dimensions for items - Grids
For each axis-dimension managed, this step consists of creating codes and descriptions associated to the grids to be used for items. You must first select the dimension (size,
color, etc.), then create the long and short description codes.
Attention!
Do not enter the content (values) of the size or color grids here. You only need to give them a name.
Examples:
Size: Perfume volume, bedding dimensions, carpet dimensions, shoe size, clothing size, etc.
Color: Standard, two-tone, jeans, supplier X color, etc.
Length: Jeans US, Jeans EUR, etc.
Cup: Cup US, Cup EUR, etc.
Material : Basic materials, supplier X materials, etc.
Step 4 : Values
Back Office: Settings - Dimensions for items - Values
This step consists of creating the contents, i.e. the values for the various grids for each axis-dimension managed. You must first select the dimension type in the upper section
of the screen: size, color, length, cup, material, etc. You then need to enter the values for each code /grid description created during the previous step. The “Check for
duplicates” option enables you to avoid duplicates.
Tool bar
Tool bars enable you to carry out the following actions :
The [Display columns] and [Display lines] buttons allow you to switch the value display to vertical or horizontal.
If you have forgotten to create a grid code, the [Create a new dimension grid] button allows you to do so without having to go back to step 3.
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The [Insert grid size] button allows you to add new values where the cursor is positioned..
The [Delete size] button allows you to delete sizes.
The [Delete dimension grid] button allows you to delete a complete dimension grid.
The [Search for a size] button allows you to retrieve a precise value more quickly.
The [Move left/right] buttons allow you to reorder the grid values by moving a value within the grid. Remember to position the cursor on the value you want to
move.
The [Ascending/Descending sort] buttons allow you to reorder the grid values by sorting them in ascending or descending order. Note that alphanumerical values will be
classified by alphabetical order.
Complementary labels
The Complementary description field allows to assign an optional value to the same position in a grid (used with corresponding sizes). You can enter a complementary
description in the upper section of the screen (Line: Complementary description), for the current grid where the cursor is positioned (if values are displayed horizontally).
The “Display complementary descriptions” option allows you to display the complementary descriptions in the lower part of the screen that makes up the grid list, instead of
the normal descriptions.
Note that this information is also used by the data import module.
When a dimension grid is imported, modification of complementary descriptions is blocked and the titles of the lines in the upper grid are displayed in bold to show that the
grid has been imported.
You can override this block by assigning the relevant access rights in the Administration - Users and access - Access right management menu. This is the “Change of the
complementary label” concept, available in Commercial management/Dimensions.
Step 5 : Masks
Back Office: Settings - Dimensions for items - Masks
In this last step, you need to define the entry mask by cross-referencing the grid values for the different axes in columns, lines and tabs. A test sample remains displayed at the
bottom of the screen.
If you click on the “Close” option, you will not be able to use the mask for new items unless you delete it (preservation of old items).
The [New] button allows you to create a mask.
The [Delete] button allows you to completely delete a mask, under certain conditions.
Note:
If a multi-store mask type was selected in step 2, each time you create a standard mask the corresponding multi-store mask will be generated automatically.
Dimension masks can be configured to display normal descriptions or complementary descriptions, or both together in the desired order.
The dimensions are then displayed according to these new settings.
Using Dimension Masks
In item records
Back Office: Basic data - Items - Items
When creating an item record, the Dimensions tab allows you to choose the mask code you want to associate to the item.
The various dimensions appear shaded at first (non-existent). Right-click to switch them to Existing, i.e. to allow them to be used for this item. There is no point switching all
the dimensions to Existing, especially if the item does not come in all the possible colors and sizes.
However, the Detail checkbox allows you to view all the dimensions, existing or otherwise, so that you can switch new dimensions to Existing as necessary.
Warning !
If no mask was linked to the item when it was created, it will be created as a single item: the Dimension tab does not exist for this type of item. It is then no longer possible to
link a dimension mask to a single item.
When entering a document
Dimension masks associated to items will also be displayed when document lines are being entered for these items. However, only the existing dimensions will be displayed.
Displaying Dimension Grid
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Define grid display options
A dimension grid settings screen can be accessed both from an item record and when entering documents.
To access dimension grid settings:
- from an item record in the dimension grid, click on the [Settings] button
- from document entry in the dimension grid, click on the [Grid settings] button
Define information to display
The principle is this: you choose the values you want to display per dimension by moving them from the left-hand list to the right-hand list using the right/left arrows. You
can then reorganize them using the up/down arrows.
Font settings
For every field shifted to the right, the [Font] button allows you to access an additional screen for description settings : font used, style, color and size (in the Values column).
Background settings
The [Background] button opens an additional settings screen where you can choose the background color for each description (in the Values column).
Force default style
The button allows you to force the default style of a selected value, if you are not satisfied with the settings preview.
Set column width
Column width is automatically defined by default (recommended). It is now possible to personalize it.
Set alternating colors
The Alternating colors checkbox allows you to define the 2 alternating colors used to distinguish between the dimension mask columns.
Selecting mask type
You can choose the mask type (standard or multi-store) in Layout options. If you choose a multi-store mask type, you can then choose to display the code, the description or
the short store description.
Show other settings
This button allows you to access display profiles, provided that users have the “Display profile” access rights enabled (see Access rights).
Defining advanced settings
You can define more narrow display value settings in the dimension object by adding display conditions.
These settings may be accessed via the [Advanced] button, visible only if users have the following access right enabled: Dimension display advanced settings
(see Access rights). Up to 3 conditions can be set for each field.
To access condition settings, check one of the “No conditions” field, then use the [Font] and [Background] to set specific values when the condition has been met, e.g.
negative inventory to be displayed in bold and red.
Please note!
Advanced settings are only available for numerical values. Consequently, the [Advanced] button will be grayed out for non-numerical values.
Define display profiles
Back Office: Settings - Dimensions for items - Display profiles
This option enables you to organize the various settings.
The display profiles are listed according to the display type (document type, item query, etc.) depending on user and/or store. You can also define default profiles.
Define customizable item fields at dimension level
By default, the item data displayed in dimension masks cannot be changed. This information is issued from various tabs in generic item records, and are simple retrieved for
mask display. However, some information may be defined modifiable by dimension.
This property is defined for the entire folder and the fields concerned are as follows:
User-defined items 1 - 4, User-defined Boolean 1 and 2, Current collection and base collection, Family/sub-family levels1 - 4, User-defined tables 1 -15, User-defined
decisions 1 - 15, User-defined amounts 1 - 3, User-defined dates 1 - 3, User-defined texts 1 - 3, User-defined statistics 1 and 2, Item ex-tax calculation coefficient and item tax
incl., Customs reference, Invisible Web.
Settings
Back Office : Settings - Items - Fields customizable at dimension level
The default setting is the standard functionality, i.e. where fields cannot be modified at dimension level. This option will therefore allow you to select fields which may be
modified by dimension.
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Using this button, shift the desired fields to the right side of the screen to modify the dimension, then save.
Fields modifiable by dimension displayed in bold
Click the Settings button in the Dimension tab, found in the item record. The “Grid settings” window will open. The settings previously determined are taken into account: the
values that may be modified by dimension are displayed in bold.
Use in item records
Open an item record broken down by dimension. The first fields will have a gray background to distinguish them as modifiable by dimension. In order to serve as default
values, these fields will nevertheless remain modifiable at the generic item level during creation of new dimensions or updating fields for dimension items.
Note that user-defined information may also be set by dimension.
Dimension table
The dimension table allows you to display all fields (modifiable by dimension or not). Non-modifiable fields will of course, be available for viewing. Fields modifiable by
dimension authorize selecting values specific to the dimension concerned.
The [Copy generic data] option (via right-click) enables you to copy the values for generic items for each modifiable field displayed.
Manage reserved colors
Back Office: Administration - Company - Company settings
This function allows you to force a new color for an item, without changing its normal color grid. Open Commercial management/Dimensions, and check Consider reserved
colors option. This function means that:
- When using reserved colors, the GA_DESIGNATION1 field is labeled Reserved colors in the dimension grid and its settings.
- The reserved color can be modified in the dimensioned item record by double-clicking on the dimension grid. When this modification is made, the reserved color is applied
to all the dimensions that correspond to this color.
- When adding a dimension (Right-click/Existing), the reserved color will automatically be applied.
The dimension description used for the color is replaced by the reserved color description in the dimension window.
Measurement Units and Multi-Packaging
The objective of this section is to explain the various settings necessary to create and sell items with different packaging.
Accordingly, it is possible to sell salad cups by unit, a tray of 10 or a tray of 50. The same goes for wire fencing. You may sell roll by unit (50-meter roll) or by the meter.
Required settings
Managing measurement units
Back Office: Settings - Management - Measurement units
This command enables you to different types of measurement units: weight, area, volume, time, etc. It is then possible to sell the same item (even barcodes) with several types
of packaging, with the corresponding price change according to packaging.
Click the [New] button, then populate following fields after setting a code and description:
Configuring packaging in item records
Back Office: Basic data - Items - Items
To limit the packaging selection for each item, the record enables you to identify the packaging possible for items with the help of the following fields, available in the Pricing
tab:
Field
Description
Correspondence
- Measurement type: Non-modifiable list of measurement types The objective of this concept is
effect packaging between comparable units: weight, volume, area, unit/item, etc. You can
associate only the measurement units with the same type of measurement in the item record. You
will need to create a series with the same measurement type.
- Measurement quotity: Here you determine how the item is to be sold. (Example: If the
measurement type is “linear”, the item may be sold by 1, 0.2, 0.02 or 0.0002).
- Quantity rounding: optional information
Impact on prices
Attention! In the case where the quotity is 1, the following fields may not be modified.
- Price coefficient: the price coefficient enables you to increase or decrease prices according to the
quota. This information is recovered from the quota, and cannot be null. The coefficient has at
least 4 decimal places.
- Price rounding: optional information In the case where it is entered, it must be consistent with the
unit and quotity.
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Sales process
Front Office: Sales receipts - Sales - Enter transaction
When an item has been entered by its code, or its barcode scanned, a screen will display the various packaging present in the item record and those available (e.g. Tray of 1
and tray of 10). The billing unit selection screen enables you to enter the quantity sold using a keyboard or mouse. A period is available to enter any decimals.
Attention!
Searching is done according to what the sales unit proposes. No stock searches are done to verify package availability.
The cashier selects a tray of 10, corresponding to a quotity of 1. The item is therefore sold with a quantity of 1, at the price corresponding to the packaging (e.g. €10). A
quantity of 1 is pulled from stock.
The item is scanned again and sold with the tray of 1 packaging. The item is therefore sold with a quantity of 0.1, at the price €1.20. A quantity of 0.1 is pulled from stock.
In the case where the tray of 1 packaging corresponds to the quotity of 1, the quantity adapts:
- Sale of a tray of 10 (quote of 10): quantity of 10
- Sale of 4 trays of 1 (quote of 1): quantity of 4
Note that when the line is validated, you cannot return to the quantity. On the other hand, the prices may be changed.
Attention !
If the billing unit is used with a quota of less than 1, update receipt templates, as well as the various criteria that display quantity because decimals are not displayed by
default.
Standalone mode
The various item packaging are available during sales in standalone mode.
Examples of configurations for items sold with different packaging.
Salad cups
They may be sold by unit (€1.20) or by trays of 10 cups (€10). A normal sale is considered to be by trays of 10:
A selection of packaging is proposed during the sale: by tray of 10 or by cup. The salesperson can vary the price according to the selection made.
If the customer purchases 13 cups, there will be 2 lines on the receipt, detailing the prices applied:
Wire fencing by the meter
The fencing may be sold by the meter (€1.30) or by rolls of 10 meters (€10).
Case 1: A normal sale is considered to be by rolls of 10 meters.
A selection of packaging is proposed during the sale: 1 meter, 5 meters (roll of 5 m), 10 meters (roll of 10 m), 0.1 meter. The salesperson can vary the price according to the
selection made.
If the customer purchases 12.8 meters, i.e. 10 meters, plus 2.8X1 meter, there will be 2 lines on the receipt, detailing the prices applied:
Field
Description
Billing unit
Here you will find the data configured in measurement units.
Available billing units
When the previous field has been populated, only the billing units with the same measurement
type may be associated ( e.g. If the billing unit is “Linear”, only “Linear” type units will be
available). Note that this field may be populated only if a stock unit exists for the item.
Tray type
Quotity
Price coefficient
Rounding
Tray of 10
1
1 (non-modifiable)
None
Cup
0.1
1.2
None
Item
Description
Quantity
Unit price
Line total
Salad
Tray of 10 salad cups
1
10
10
Salad
Tray of 10 salad cups
0.3
12
3.60
Wire fencing type
Quotity
Price coefficient
Rounding
Roll of 10 m
1
1 (non-modifiable)
None
By meter
0.1
1.3
None
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Case 2: A normal sale is by the meter.
A selection of packaging is proposed during the sale: 1 meter, 5 meters (roll of 5 m), 10 meters (roll of 10 m), 0.1 meter. The salesperson can vary the price according to the
selection made.
If the customer purchases 12.8 meters, i.e. 10 meters, plus 2.8X1 meter, there will be 2 lines on the receipt, detailing the prices applied:
Serial Numbers - Contents
When you implement serial number management, every unique or dimensioned item will have a serial number and can therefore be tracked from entry until sold. Serial
number management allows items to be specially identified, but for a given item code only. This means that an item with a special “BAG” code, and a dimensioned “SHIRT”
code, available in S,M,L sizes and in RED and BLUE:
- Two dimensions for the same item may not have the same serial number, regardless of warehouse.
- Items with different codes may have the same serial number repeated several times (regardless of warehouse).
In short:
Each item code may be tracked from the moment it is added to inventory until sold. In principle, serial numbers should be assigned to items when added to inventory. After
entering them into documents allocating stock, these codes will automatically be identified by serial number. The same applies to the entry of stock-takes.
Item labels and the report relating to documents in stock display the serial numbers of the items in question. A new report lists the movements for the serial numbers provided.
Serial numbers are also managed by the import / export module.
General settings
Configuring serial number management
Configuring stores
Configuring items
Configuring document types
Configuring access rights
Operation of serial numbers
Entering serial numbers in document entry
Scanning serial numbers in document entry
Serial numbers and document generation
Operating in standalone mode
Tracking serial numbers
Item
Description
Quantity
Unit price
Line total
Wire fencing
10-meter roll of wire
fencing
1
10
10
Wire fencing
10-meter roll of wire
fencing
0.28
13 (10*1.3)
3.64
Wire fencing type
Quotity
Price coefficient
Rounding
By meter
1
1 (non-modifiable)
None
Roll of 10 m.
10
0.7692
None
Item
Description
Quantity
Unit price
Line total
Wire fencing
Wire fencing by 1 m
10
1 (1.3*0.7692)
10
Wire fencing
Wire fencing by 1 m
2.8
1.3
3.64
SKU
Serial no.
Shirt / S / Red
123456789
Impossible
Shirt / S / Blue
123456789
Impossible
Bags
987654321
Possible
Shirt / M Red
987654321
Possible
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Updating serial numbers
Serial number program
Checking movements
Tracking serial numbers in inventory
Item flash (inventory)
Editing inventory and item labels
Inventory status with serial numbers
Editing labels with serial numbers
Editing label on inventory with serial numbers
Inventory count management
Item inventory with serial numbers
Customer service and serial numbers
Customer service records with serial numbers
Reports and customer service receipts with serial numbers
Referencing items handled with serial numbers
Referencing settings
Entering references
Importing reference table
Serial Number General Settings
Configuring serial number management
Back Office: Administration - Company - Company settings
Go to Commercial management/Items and populate the Serial Number section.
Configuring stores
Back Office: Basic data - Stores - Stores
The “Serial number” option enable you to specify the stores that manage serial numbers (Contact tab in store record).
Configuring items
Back Office: Basic data - Items - Items
To declare an item as managed with serial numbers, check the "Serial numbers" box in the Characteristics tab.
It is recommended to assign serial numbers to items as soon as they are entered into stock. Nevertheless, you can always check this box for an existing item. A check will be
done to detect any anomalies. The summary report will then be displayed onscreen.
In the same menu, you can also use the "Batch modification of items" command for batch processing and apply this setting to several items with a single operation.
Configuring document types
Back Office: Settings - Documents - Documents/Type
The Inventory tab allows you to determine the document types involved in serial number management. The elements to enter are described here.
Regarding document generation, the Recover Serial Numbers setting, also located on the Inventory tab, allows you to specify the type of document from which the serial
numbers should be retrieved during generation.
Managing access rights
Back Office: Administration - Users and access - Access right management
Serial number management is subject to access rights that may be allowed or refused in the following menus.
Menu
Section
Access right/Concept
View serial number movements in all warehouses
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Serial Number Operation
26 - Concepts
Commercial management -
Inventory
This concept refers to the Serial Numbers/Serial Numbers in stock
command available in the Inventory module - Query menu. It enables you
to authorize or forbid viewing of movements for items managed by serial
number. If the user is granted authorization, he can view the serial
number of an item in all the warehouses; otherwise, he can see only the
warehouses linked to the inventory restriction.
Document entry
Propose the sale of items w/serial numbers in a stockroom warehouse
During the sale of an item with a serial number that will be absent from
the main sales/stock site, this concept will authorize/forbid users to go to
stock sites only to verify if the serial number is present in stock.
Serial numbers
Force locks
- In inventory: Allows you to authorize a user to enter a lesser number of
serial numbers than the number of items entered in an inventory
document (transfers, special inputs/outputs). This right can also be used
to authorize the user to switch from blind entry mode to an automatic
assignment entry mode.
- In purchase documents: Allows you to authorize a user to enter a lesser
number of serial numbers than the number of items entered in a purchase
document. This right can also be used to authorize the user to switch from
blind entry mode to an automatic assignment entry mode.
- In sales documents: Allows you to authorize a user to enter a lesser
number of serial numbers than the number of items entered in a sales
document. This right can also be used to authorize the user to switch from
blind entry mode to a list-based entry mode.
- Entry is mandatory in sales documents: You can require the user to
enter the serial number in sales documents.
- Authorize the change of weight for components of serial numbers:
Enables you to authorize users to modify weight for item components
with serial numbers. They can do this from the Inventory module, menu
Query - Serial numbers - Referencing.
- Update if inventory serial numbers: Authorize/forbid serial number
modification via the “Check/Update inventory command. Modifications
are authorized as default.
103 - Inventory
Query
Serial numbers
These access rights allow you to display the following command lines in
the Inventory module - Query menu - Serial numbers command:
- Check/Update inventory
- Program
- Check movements
- Serial numbers in stock
- Referencing serial numbers
Reports
This access right enables you to authorize access to the following options,
accessible from the Inventory module, Reports menu:
- Inventory status with serial numbers
- Item labels on serial numbers
105 - Settings
Items/Field titles
This enables you to authorize/forbid access to the following commands
concerning referencing :
- User-defined serial number descriptions
- User-defined dates for serial numbers
- User-defined serial number checkboxes
- User-defined serial number values
113 – Follow up actions
Inventory/Physical
inventory
Variance on serial numbers
If you select discrepancy tracking for serial numbers, the actions done
with this option may be viewed in Back Office or Front Office
- BO: Administration - Event log - Log query
- FO: Settings - Administration - Event log/Log query
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Back Office: Purchases and Sales modules - Enter menu
Entering serial numbers in document entry
When entering a document that has serial number management activated, the user has to enter as many serial numbers as there are items in the document. If the user enters
fewer serial numbers than there are items, a message is displayed :
- If the user does not have the necessary access rights, (force locks), they will be prompted to enter the user code and password of a user who does have these rights to
proceed.
- If the user has the necessary rights, they can enter fewer serial numbers than there are items.
In the [Enter serial numbers] screen, users can switch from one input method to another using this button, provided they have the corresponding access rights.
The [Additional actions/Detail of serial numbers] button enables you to return to serial number details in the document.
Missing serial numbers can be entered later, using the Inventory module - Query - Serial numbers - Check/Update inventory.
After entering each item with its serial number, a window will open allowing you to assign them.
The operation of the serial number entry window depends on previous settings (see Configuring Document Types.)
Scanning serial numbers in document entry
When the "Enter serial number" dialog box opens, the cursor will go to the first serial number to enter, which immediately authorizes scanning a serial number via an optical
wand. When doing multiple entries, the cursor will automatically go to the next serial number while waiting for the scan.
Serial numbers and document generation
Document type settings enable you to specify the document type serial numbers are to be taken from in document generation (see Recover Serial Numbers.) When documents
are generated, you can specify and check the serial numbers in the barcode entry screen. There are two possible scenarios here:
- Sales: Serial numbers are searched from those present in stock.
- Purchases: Serial numbers are searched from those present in the original document.
Operating in standalone mode
Serial numbers are taken into account in standalone mode, it operates as follows:
Direct entry of serial numbers in item references
Re-integrating receipts is done without problem (green sale receipt) and does take into account the item related to the serial number.
Entering item codes (therefore without entering serial numbers)
When being re-integrated, sales receipts are in red status (because serial numbers are expected). This requires users to enter open the sales receipts to enter the serial number.
In any case, the standard serial number entry window found in connected mode is not proposed in standalone mode.
Tracking Serial Numbers
Updating serial numbers
Back Office: Inventory - Query - Serial numbers/Check - Update inventory
This option enables you to enter missing serial numbers or to change existing ones.
Serial number program
Back Office: Inventory - Query - Serial numbers/Program
Type of entry
Documents concerned
How it works
Automatic assignment
Purchase documents
If you opted for automatic assignment as the document type, the "Assign serial numbers"
screen will appear. The lower section of the screen enables you to configure the
automatic assignment desired by entering a prefix and a suffix. The "Qty" field shows the
quantity assigned to the item in the document. The initial number will be automatically
incremented, once assigned. A prefix and suffix can also be entered; in which case the
serial number is assigned as follows: <PREFIX> + <NUMBER> + <SUFFIX>
Blind entry
Purchase and sales documents
If blind entry has been selected as the document type, the serial number assignment
screen will open with the cursor in the "Serial number to assign" field, so that you can
enter the desired serial number. At the stage, you may scan the serial number (see
“Scanning serial numbers” below).
Select from a list
Sales documents
When selecting from a list has been chosen for the document type, the "Enter serial
number" dialog box will open in the lower section of the main screen and the list of
potentially available serial numbers will be displayed. Just switch to the right side of the
screen.
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The reports available through this option are as follows:
- Tracking by number
- Tracking by type
- Checking purchase/sale of series
Checking movements
Back Office: Inventory - Query - Serial numbers/Check movements
This option enables you to track purchasing, sales and inventory movements for items managed by serial number. You can also filter by item status in the multi-criteria search
screen.
Tracking serial numbers in stock
Back Office: Inventory - Query - Serial numbers/Serial numbers in stock
This option is subject to the View Serial Number Movements in all Warehouses concept. It enables you to search items by serial number.
The multi-criteria search is based on the table of serial numbers in inventory. The results will be limited to these items only. However, you cannot display items present in a
store at a given time because they will no longer be present in the table.
Double-clicking on the displayed list will give you access to the movements for the serial numbers selected.
Item flash (inventory)
Back Office: Inventory - Query - Item flash
If the searched item is managed by serial number in the store, the [Serial numbers] button will be available in the toolbar at the bottom of the screen while searching
inventory or dimensions. This button enables you to display the criteria for the serial numbers present in inventory.
Query example
In the store inventory window, enter the code for the searched item and click the [On catalog] button. Once the item has been selected, the Flash inventory query window will
open.
At the bottom of the screen, click the [Serial numbers] button to display the list of serial numbers in stock for the item.
Editing Inventory and Item Labels with Serial Numbers
Inventory status with serial numbers
Back Office: Inventory - Reports - Inventory status with serial numbers
This option enables you to obtain the list of items managed by serial number and the quantity in stock for each one.
Editing labels with serial numbers
Back Office : Inventory - Reports- Item Labels/On serial numbers
Searching items entered you want to print labels for, takes into account the search priority set in company settings (Commercial management/Items, field Search Priority for
Items field).
There is also a standard label template integrating serial numbers available. The barcode printed on this template is as follows:
- The item serial number (code 39) for all items that manage serial numbers
- The item barcode for items that do not manage serial numbers
This template can be used for the following:
- Document labels
- Inventory labels
Labels with serial number on request
Editing item labels on inventory
Back Office: Inventory - Reports- Item labels/On inventory
The Additions section displays additional options related to use of serial numbers. The “Serial number” field enables you to print items managed with serial numbers for
customer reservations or picking.
Item Count with Serial Numbers
Yourcegid Retail Y2 allows tracking items by serial numbers in the various modules of the application. The operation describes below is active only for filers supporting
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serial numbers, i.e. folders for which the “Serial number management”company setting is ticked. This setting is available in the company settings in Commercial
management/Items and is only visible the management of serial numbers has been serialized. This topic explains how to adjust serial numbers from inventory discrepancies.
Using the list of serial numbers in the theoretical inventory, the module allows you to delete or add them in line with the discrepancy quantity
Searching by serial number
Back Office: Settings - Items - Search priorities
Serial number searches require that search priorities be set beforehand.
Item search priority is handled by the transmission modules via PIT and inventory counter file. It is possible to scan serial numbers. However, for these operations to handle
serial numbers, one of the search priorities must contain the "Serial number" value. Item search priority must also be indicated in company settings (Commercial
management/Items). For more information on managing search priority, please see Search Priorities.
Generation of the inventory list
Back Office: Inventory - Conduct inventory - Beginning of inventory/Generate list
Front Office: Inventory - Conduct inventory - Beginning of inventory/Generate a list
In the creation window of the inventory list, a message is displayed red specifying that inventory lists including items with serial numbers must be created at a given moment.
Transmitted inventories with serial numbers
PIT transmission
Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query
Front- Office: Management - Conduct inventory - Transmitted inventories - Entry/query
You can view and modify transmitted lists. You can also create a totally new list from this menu. If the operator has scanned serial numbers and not item barcodes, the item
search priorities from the company settings are used to find the e article to which the scanned serial number belongs. To ensure that serial number based searches work
properly, they must be unique in the item data. If there are duplicates, the first number recovered will be processed.
Rejected serial numbers
Back Office: Inventory - Conduct inventory - Transmitted inventories/Correct incorrect BC
Front Office: Management - Conduct inventory - Transmitted inventories/Correct incorrect BC
Rejected serial numbers can be viewed in the list of wrong barcodes. These errors will be processed the following way:
- Item unknown: the transmitted item reference failed to find the item in Yourcegid Retail Y2.
- Incorrect quantity: for items managed using serial numbers, if the inventoried quantity is other than 1.
Integrating an inventory counter file
Back Office: Inventory - Conduct inventory - Transmitted inventories/Integrate inventory counter file
Front Office: Management - Conduct inventory - Transmitted inventories/ Integrate inventory counter file
The import format for an inventoried item lists allows item serial numbers to be entered. The following cases may occur:
- The file has no serial number: serial numbers must be entered manually.
- The file contains a barcode and a serial number: the imported serial numbers will be automatically linked to the item that corresponds to the barcode.
- The file has only one serial number: the search priorities will be used to find the item to which the scanned serial number belongs.
Please note!
Only serial numbers referenced in the database will be recognized; others will be rejected as incorrect.
General remarks
- The entry window is pre-populated with serial numbers that have been imported or retrieved using a portable inventory terminal (PIT). These are displayed on the right-hand
list. This is possible only if the item that corresponds to the serial number has been identified in the import file or in the database.
- The length of imported codes is limited to 35 characters. If using an inventory terminal, bear in mind its particular limitations.
- Serial numbers are not mandatory at this stage. A transmission can be integrated even with an incomplete serial number entry; they can be filled in at the inventory count list
entry/modification stage.
- If the inventory count is conducted using barcodes (without serial numbers), and if the inventoried quantity corresponds to the number of serial numbers present in the
inventory, the serial numbers are automatically inventoried. The inventory count line is then automatically checked as entered.
- If the number of serial numbers inventoried and the quantity inventoried are:
- Identical: the line is considered to be entered. When the serial number detail window opens, the inventory serial numbers are automatically shifted to the right.
- Different: the line is considered not entered. When the serial number detail window opens, the inventory serial numbers remain on the left.
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Entering/Changing an inventory count with serial numbers
Back Office: Inventory - Conduct inventory - Enter/change inventory
Front Office: Management - Conduct inventory - Enter/change inventory
When entering an inventory count, the “Enter inventory” screen allows you to enter the inventoried serial numbers into the “Serial no.” column This list is used for both
dimensioned and single items.
This entry is mandatory only for lines with discrepancies.
Information on each line indicates whether or not it refers to an item managed by serial number. This information not only depends on the item, but also on the store, and on
the serial number management exceptions per store. The Number referencing window will open.
- By double-clicking on the line of an item managed by serial number.
- Using the “Detail of serial numbers” option available with the [Additional functions] button.
The upper section of the screen shows the item in question and the inventoried quantity. This window also has a indicator for the origin of the serial number:
- Red: Serial number present in the inventory but not inventoried
Serial number found in stock and inventoried :
Serial number not included in stock but inventoried :
Validating an inventory count
Back Office: Inventory - Conduct inventory - Validation
Front Office: Management - Conduct inventory - Validation
When validating an inventory count, an additional check is carried out to ensure that no information relating to items managed by serial number is missing. During validation,
the serial numbers in the inventory are deleted or added, depending on the discrepancies recorded:
- Inventory serial numbers are deleted for items that are included on the inventory count copy, BUT not in the inventoried serial numbers.
- Inventoried serial numbers that do not exist on the inventory count copy are added.
If serial numbers have a particular status (notice, customer preparation, etc.) this status is preserved.
Querying inventory count discrepancies
Back Office: Inventory - Conduct inventory - Generated inventory discrepancies
Front Office: Management - Conduct inventory - Generated inventory discrepancies
When viewing inventory count discrepancies, the Serial number display window can only be accessed in view mode.
Canceling an inventory count
Back Office: Inventory - Conduct inventory - Cancel validation
When canceling an inventory count, the inventory count discrepancy document is deleted. The serial numbers in the inventory are also updated according to the number of
canceled discrepancies.
Deleting an inventory count
When deleting an inventory count list, either via the inventory count entry multi-criteria selection screen, or as part of the end of inventory count process, a confirmation
request will advise you that the list will not be able to be recreated for the same date because it contains serial numbers. If deletion is confirmed, the serial numbers in the
inventory count list and the serial numbers in the inventory snapshot are deleted.
Customer Services and Serial Numbers
Customer Service records with Serial numbers
Back Office: Sales - Customer services - Customer service records
Serial numbers can be entered in the Description tab when entering information in a customer service record.
The Serial number field is available in the customer service record only if the store manages serial numbers.
When creating or modifying a customer service record, entering or scanning a serial number triggers a search for a customer service record that includes this serial number
and is current (i.e. a record that is not closed or document that is not inactive). If there is already a customer service record open, a message will tell you that there already is a
customer service record for this serial number.
Reports and customer service receipts with serial numbers
Customer service reports with serial numbers
The serial number is indicated on the following printed reports:
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- Customer service report
- Workshop report
- Shipping document report
- Customer quotation report
- Customer return report
Customer service receipts with serial numbers
The serial number is indicated on the following receipts:
- Customer service ticket
- Workshop receipt
- Shipping document
- Customer quotation
- Green light
- Returned to customer
The Serial number field is only visible if the serial number is displayed in the customer service record.
Item Referencing with Serial Numbers
Referencing serial numbers is optional. This allows you to identify all entry/exit movements for items composed in whole or in part of precious metals (gold, silver, platinum).
Yourcegid Retail enables you to:
- Stock the total weight for gold, silver or platinum for each item by date (serial #)
- Save customer-defined information by serial number.
- Print the serial number and actual weight for each document on retail invoices and labels (by document date).
Referencing settings
Activating referencing
Back Office: Administration - Company - Company settings - Commercial management/Items
This management option must be activated beforehand, using the Referencing Serial Numbers company setting. When this option is checked, it enables you to use the
referencing functions. If you also wish to manage the weight and components of items with serial numbers in addition to referencing, enable the "Managing weights and
components of serial numbers" setting.
Configuring document types
Back Office: Settings - Documents - Documents/Type
You must indicate the referencing type in the Inventory tab for each "Enter inventory" document type (see Configuring Document Types).
Configuring user-defined attributes
Back Office: Settings - Items - Field titles
This table enables you save user-defined information for each serial number. The following elements may be configured :
- User-defined serial number descriptions
- User-defined dates for serial numbers
- User-defined serial number checkboxes
- User-defined serial number values
They will then be available in the Inventory module, via Query - Serial number/Referencing serial numbers.
Managing components
Back Office: Settings - Management - Components
This command enables you to enter the various components for items managed by serial number.
Examples: Gold, silver, platinum, diamond, etc.
Components cannot be deleted if they are used for items with serial numbers.
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Managing measurement units
Back Office: Settings - Management - Measurement units
The measurement unit table in Yourcegid Retail Y2 can be used to save measurement units for component quantity. Measurement units cannot be deleted if they are used for a
component.
Entering references
Back Office: Inventory - Query - Serial numbers/Referencing serial numbers
This option enables you to search, create or modify serial number references, outside of all inventory movements. This referencing uses an existing table
(STKFICHETRACE), completed with user-defined fields. The "Reference without component" criterion enables you to filter the references entered with or without
components.
1. Click the [New] button to open the “Serial number tracking” window.
2. Enter header information (item code, serial no., etc.).
3. Click the [New component] button to enter the serial number component, including the weight.
The date and the “Closed” field enables you to track changes in weight for a component over time (e.g. gem polishing, removing a link from a necklace), thus providing the
product value history. By default, there is only one open line for given component.
If a component has already been entered, you may change it by double-clicking on the line. However, modifications are subject to the “Authorize modification of component
weight for serial numbers” access rights option (see Managing Access Rights.) The user may:
- Change the weight for an existing component
- Add another component
- Change the weight for component by date In this case, if the user changes a already existing component for a serial number, and the weighing date is:
- Identical: User will be blocked and must change the existing reference.
- Before: User will also be blocked.
- After: The existing weight will be closed and a new record added.
The same checks are implemented for imports of components linked to serial numbers.
Importing the reference table
Back Office: Data exchanges - Data recovery - Data import
If all references can be entered, it is possible to import these elements. There are 2 file formats:
- Reference import file (record identifier: SER)
- Component import file (record identifier: COM)
Importing enables you to manage creation of reference updates. Just as for components, you can retrieve composition updates (weight updates on a registered date or a new
weight for a new date). The rule remains a weight per active component (the previous component weight must be closed by importing) and the component list must be
modifiable.
Attention!
Taking serial number formats into account If the serial number is already referenced, importing will update it.
Example:
Ring GOLD Item 000566 no. 45645645678/
Component 001 – GOLD 4.45g 8/1/2012 Closed on –
Component 500 - Diamond 2 Ct 8/1/2012 Closed on –
To change ring weight, create new record : Gold at 4g. (Do the inverse to display open items above.)
Component 001 – GOLD 4.45g 8/1/2012 Closed on X
Component 500 – Diamond 2Ct 8/1/2012 Closed on –
Component 001 – GOLD 4.0g 10/1/2012 Closed on –
Each record includes the weighing date and the creation date with time, since the user created a new weight record.
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Bill of Materials - Contents
Three bills of materials are described in this document :
- The bill of materials (BOM) “macro” is designed to help with the data entry process. It consists of components that become independent once included in the documents.
- An assembly bill of materials enables you to run down component inventory by managing the bill of materials' own prices. Only the BOM line is displayed in the
documents. The BOM content is hidden.
The “assortment” bill of materials allows you to sell a combination package; e.g. a box of chocolates, without displaying the details of the content to the customer. The selling
price of the combination package is calculated from the total selling price of each of its components.
General settings
Company settings
Document types
Access rights
Creating/Duplicating bills of materials
Creating a “Bill of materials” item type
Creating BOM headers
Duplicating bills of materials
Selling a bill of materials in Front Office
Macro bill of materials
Assembly bill of materials
Assortment bill o materials
Returning a bill of materials
Free Items in bills of materials
Inventory management and counting
Inventory management
Inventory count management
Other uses of bills of materials
Standalone mode
Converting a document
Entering and invoicing transfers
Imports/Exports
Statistics
Settings for Bills of Materials
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Items
The following settings will impact the use of BOMs in the application:
- The BOM management setting allows you to authorize all BOM-related functionalities in the application.
- The "Authorize several headers per BOM" setting allows you to optimize the way in which bills of materials are managed in inventories. If the company setting is left
unchecked, an inventory may be done on bill of materials type items.
Go to Commercial management/Documents - Processing.
The following setting will impact the invoicing of transfers:
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- The company setting "Selection of whole transfers during processing", allows you to invoice all lines in a transfer in one go by including BOM lines. The standard process
of invoicing for transfers, which is line-based, does not allow bills of materials to be taken into account.
Document types
Back Office: Settings - Documents - Documents/Type
You will then need to define the documents that will use the bills of materials. Select the document type, then open the Items tab. In the Authorized item types area, select the
bill of materials type (NOM), then validate.
Access rights
Back Office: Administration - Users and access - Access rights management
The access rights pertinent to BOMs are located in the following menus:
Menu (26) – Concepts/Commercial management/Items
- Create BOM item
- Modify BOM item
- Delete BOM item
Receipts menu (107) - Access rights/Enter a transaction
- Show BOM detail
Creating/Duplicating Bills of Materials
Creating a “Bill of materials” item type
Back Office: Basic data - Items - Items
Regardless of type, you create bills of materials with the [New bill of materials] button in the multi-criteria toolbar. The "Choose bill of materials type" record will then
open, allowing you select the bill of materials type that you want to create: Macro, Assembly or Assortment
“Macro” bills of materials
The “macro” bill of materials (BOM) is designed to help with the data entry process. It consists of components that become independent once included in the documents. It is
not possible to enter prices, as the price for the macro bill of materials is the sum price of its components. User-defined information is not available and only the General tab is
displayed.
“Assembly” bills of materials
The “assembly” bill of materials allows you to maintain a specific price for a bill of material. This is the BOM that is displayed in the documents. Its content is hidden. It is
possible to enter a price for this type of bill of material. The user-defined information is also available. The following tabs are also displayed: General, Pricing, Characteristics,
Information
“Assortment” bills of materials
The “assortment” bill of materials allows you to sell a combination package; e.g. a box of chocolates, without displaying the details of the content to the customer. The selling
price of the combination package is calculated from the total selling price of each of its components. User-defined information is also available, and only the General and
Information tabs are displayed.
Creating BOM headers
Back Office: Basic data - Items - Items - BOM record
In this area, to view "Bill of materials" items in the Additions tab, select "Bill of materials" in the type of item field.
Open the BOM record you wish, then click the [Item BOM] button to create one of more BOM headers.
If the "Authorize several headers per BOM" company setting is left unchecked, it will only be possible to create one header per bill of material.
The user will be alerted about this incompatibility when the following message is displayed: Your setup does not allow you to create several BOM headers.
If you want Assortment BOM details printed on receipts, check "Print details".
Inserting components
After entering the required information (code, description, etc.), click the [BOM component] button in the "BOM (header)" record.
Select the "Enter BOM" option to display the BOM input screen. This step allows you to select various items (single and dimensioned) that make up the BOM. It is possible
to associate a quantity with each selected item. This quantity will then be used when the bill of materials is entered in a document.
This button, on the BOM entry screen, is used to preform a number of actions:
- Open the item record
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- To do: Find the bill of materials headers the item is attached to.
- Insert/Delete lines
- The "Show dimensions" option allows you to display the dimensions for the item on the task bar at the bottom of the record.
Viewing BOM components
When you have created headers and added components to the Bill of materials record (header), click the [New bill of materials] button. Select the “Implode” option.
The Imploded bill of materials screen will open, giving a more detailed view of the complete bill of materials: the various BOM prices and items will be displayed (LPP, LCP
etc.), as well as the list of items composing it.
Duplicating bills of materials
Back Office: Basic data - Items - Items
In the multi-criteria screen showing the Bill of materials type items, select the one you wish, then click the [Duplicate item] button.
A new "Bill of materials" item record type will be displayed, using the name of the duplicated item.
Selling a Bill of Materials in Front Office
Front Office: Sales receipts - Sales - Enter transaction
Macro bill of materials
When entering a document
The act of entering the item code corresponding to the bill of materials or scanning the barcode will display the BOM line and the lines corresponding to its components. The
prices are displayed automatically as if the items had been entered directly (item price lists applied). It is possible to change the quantity.
When printing documents
Bill of materials and component detail appearing on receipts
Assembly bill of materials
When entering a document
When entering a document, the process of entering the item code corresponding to the bill of materials or scanning the barcode will display the bills of materials line only.
Lines for its components will not appear. If a price list exists for the BOM item, it will be displayed automatically.
Assortment BOM
When entering a document
When entering a document, the process of entering the item code corresponding to the bill of materials or scanning the barcode will display the “Bill of materials breakdown”
window. This screen allows you to modify the quantity of each of the components, as well as delete certain components and add new ones. This is the real advantage of this
type of bill of materials, as the salesperson can customize the packages purchased by the customer right at the register.
Any changes made to the components will only affect the current entry. They will not be transferred to the bill of materials.
The selling price of the combination package is calculated from the total selling price of each of its components.
This button opens the Discount window to enter a discount for one of the lines in the bill of materials.
This button allows you to save the bill of materials under a new name in the event of changes being made to the quantities, for example. The main advantage here is that
it facilitates the entry of new assortments at the register. The bill of materials backup window opens to allow you specify a name for the new bill of materials, as well as label
printing options. If a bill of materials containing the same component lines exists, a message will be displayed to this effect on validation.
When the bill of materials is validated, the relevant line is added to the receipt, including any discounts entered.
If necessary, you can view the details of the bill of materials again by clicking the [Additional actions/BOM detail] button on the toolbar. This function is subject to
access rights see “BOM details”.
Display the components of the bill of materials
In the same way as with dimensioned items, the assortment is displayed in the document as a comment line, with the components included as hidden item lines. You can
display the BOM lines by pressing the ALT+D combination on the BOM line. Each component line is linked to the assortment line. As a result, the following applies:
- Cannot delete or modify component lines.
- Modifying an assortment quantity will trigger the update of each component quantity.
- Deleting an assortment will trigger deletion of all component lines.
- If a discount has been entered in assortments, it will be applied to all components available to be discounted. The markdown reason entered in assortments will be copied to
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each discounted component.
When printing documents
When the document is printed, the bill of materials detail will only be included if the printing of details was specified in the settings for the bill of materials header.
Taxes
The tax calculation function does not take into account the assortment line; however it does take into account the component lines. This allows the association of items within
the same assortment that are subject to different tax rates – for example, dark chocolate is subject to a VAT of 5.5% whereas milk chocolate is subject to a VAT of 20%.
Selling assortments in Back Office
The process is similar to that used for entering sales and printing invoices in Back Office. Unlike Front Office, an assortment discount can only be entered in the form of a
percentage that is applied to each component.
Returning a Bill of Materials
Front Office: Sales receipts - Sales - Enter transaction
Returning a bill of materials is done using the [Actions on lines] button, “Returns line” option or “Returns line without control”.
The "Return of receipts" option means that an entire receipt was returned and the customer was identified during the sale.
In any case, returns are saved exactly as sales are, with a negative quantity.
Returning bills of material
Return line option
When you use this option, the Internal Reference dialog box will be displayed. If you leave this dialog without entering a reference, the "List of items sold " box will appear.
You may then search sold items. In this area, to view "Bill of materials" items in the Additions tab, select "Bill of materials" in the type of item field. The complete bill of
materials will be returned with all components. Only one line will be included on the receipt, reflecting the sale. The components will be retrieved with information from the
original line.
Return line option without control
When you use this option, it is easier to first scan the bill of materials code then use the [Actions on lines - Line return without control] button. The complete bill of materials
will be returned with all components. Only one line will be included on the receipt, reflecting the sale. The components will be retrieved with the breakdown in the item field.
Managing multiple quantity returns
When there are several items of the same type, you can use an input screen to change any returned quantity. To do this, check the “Remainder management on returns” option
available in Register settings/Management tab.
Managing Free items in Bills of Materials
Creating a free item list
Back Office: Basic data - Items - Item list
For item lists relating to “Loyalty” and “Sales conditions”, you can enter an equivalent value in points for each item on a list. To display this value in a multi-criteria list, you
need to select the "Item value (MLH_VALEURARTICLE)" field in customizing presentations.
To integrate bills of materials into a created list of items click the [Add items] button, and then select the “Bill of materials” option.
- Only "macro" and "assembly" bills of materials are managed.
- Only the item lists pertaining to "Loyalty" or "Sales Conditions" are concerned.
- The value of the item concerns the bill of materials and its components.
Using the list in Front Office
Front Office: Sales receipts - Sales - Enter transaction
When calling up an item list, a bill of materials will behave same way as other items.
When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory, component management, etc.).
The selling prices in the bill of materials and components will be cleared to 0, with the discount reason configured in Sales conditions and Loyalty.
Inventory Management and Counting
Inventory management
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Inventory statements and snapshots
Back Office: Inventory - Processing - Inventory statements and/or Inventory snapshot
The creation of inventory closures and inventory snapshots takes into account the bills of materials stored in the LIGNENOMEN table.
Inventory Adjustment
Back Office: Administration – Maintenance – Inventory adjustment
The inventory adjustment utility takes into account the bills of materials stored in the LIGNENOMEN table.
Replenishment
Back Office: Inventory - Store replenishment
Assortments are not held in stock. They cannot therefore be taken into account when calculating store replenishments. However, the sale of an assortment will trigger the sale
and update of the corresponding component inventory. These elements are taken into account when calculating the replenishment (a search is carried out for the sales in the
LIGNE + LIGNENOMEN table). The restriction of items based on movements takes bills of materials into account. Sales and lifecycle methods take bills of materials into
account.
Inventory count management
When generating an inventory list, bills of materials can be selected just as items of type merchandise. When a bill of materials is selected, the associated items are then
inserted into the inventory list. Inventory transmission also accepts bills of materials that will be added to the transmission when BOM barcodes are scanned and then broken
down when integrated.
Example:
The “BASKET” bill of materials is composed of 2 chocolate bars and one pack of coffee
When this bill of material is scanned for transmission, you will see a BASKET line appear. If you scan 2 BASKETS, a line with 2 “BASKET” bills of materials will appear.
When integrating this transmission; the module automatically transforms the bill of materials by returning the items that compose it to insert them into the inventory list.
In our illustration,
If you scan 1 basket, you get:
- one line with 2 chocolate bars
- one line with 1 coffee pack
If you scan 2 baskets, you get:
- one line with 4 chocolate bars
- one line with 2 coffee packs
Note that a bill of materials may have more than one header; in this case, the bill of materials cannot be used in inventories.
Required settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Items and uncheck the “Authorize several headers per BOM” option.
This setting prohibits the creation of several headers for a bill of material to make them usable in inventories. To use bills of materials in transmissions, this setting must be
unchecked. Otherwise, the process can select a header only arbitrarily. Once this setting disabled, you cannot create more than one header for a bill of materials.
Attention!
This setting is initialized according to the data in the database. If there are several headers for a same BOM item, the setting is enabled; otherwise it is disabled. If the setting is
enabled and there are several headers for the same BOM, then the company setting can not be changed as long as there are BOMs with several headers.
Taking inventory
Back Office: Inventory - Conduct inventory
It is possible to select bills of materials directly when creating an inventory list or transmission. The associated items are then added to the corresponding document
automatically. When bill of materials barcodes are scanned, they will be added to the transmission then broken down during integration.
Other Uses for Bills of Materials
Standalone mode
Back Office: Administration - Schedules tasks - Price list aggregates
All types of bills of materials are available in standalone mode. To have access to them, the following conditions must be met:
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- Only bills of materials sold within 90 days preceding the calculation date of aggregates are taken into account.
- The “Bills of materials” option must be ticked in the price list aggregates.
Note that price list aggregates for items composing bills of materials are calculated even if they do not met price list aggregate criteria (refer to Managing Price Lists and
Items in Standalone Mode).
Converting a document
When converting a document containing an assortment, each component line is linked to the corresponding line in the original document. Remainders can be managed at
assortment level, with the option of balancing assortment remainders.
Entering and invoicing transfers
When invoicing transfers, it is possible to invoice a transfer in its entirety, with inclusion of bills of materials. In this case, the selection is made in the document header.
The company setting, “Selection of whole transfers during processing”, accessed under Commercial management / Documents – Processing, allows you to invoice all lines in
a transfer in one go by including BOM lines.
The standard process of invoicing for transfers, which is line-based, does not allow bills of materials to be taken into account.
Imports/Exports
Bills of materials are integrated into import/export functions.
Statistics
The vast majority of the statistics available in Front Office and Back Office take components into account, as opposed to assortments.
Linked items - Contents
The function described in this document allows you to link one or more items to a reference item, in order to increase sales for the store.
For example, if a customer is purchasing a bathrobe, the accompanying towel and wash cloth can be proposed to the customer automatically.
Linked items can also be used to manage environmental taxes.
Linked item settings
Company settings
Document types
Register settings
Access rights
Item settings
Sold quantity accounting
Viewing and deleting links between items
In the item record
In the linked items list
Linked item operation
Enter reference item
Linked item returns
Standalone mode
General constraints for linked item lines
Data import
Management rules
Management rules for mandatory linked items
Linked Item Settings
Company settings
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Back Office: Administration - Company - Company settings
Open Commercial management/Items, and check the “Management of linked items” option.
Document types
Back-Office: Settings - Documents - Documents/Types
Select the document type you wish to enable the function for. Open the Item tab, then check the “Management of linked items” setting. Repeat the option for each document
type concerned. If the linked item is a service (e.g. affixing a name to an item of clothing), it will also be necessary to authorize the “Service” item type. This operation is done
in the same tab, via the “Authorized item types” field.
Register settings
Back Office: Settings - Front Office - Register - General tab
Front Office: Settings - Registers - Register - General tab
The “Propose linked items” setting (General tab) enables you to determine the how the register is to operate :
- Setting unchecked: Only required items will be added to the receipt.
- Setting checked: Users can select linked items (not required items) to be added to the receipt.
Access rights
Back Office: Administration - Users and access - Access rights management
- Menu (26)—Concepts - Commercial Management/Items/Batch deletion of linked items: Authorizes or prevents batch deletion of linked items.
- Menu (110)—Basic data- Items/List of linked items: Authorizes or prevents access to the list of linked items.
- Menu (113)—Follow up actions - Basic data/Items/Batch deletion of linked items: Traces batch deletion of linked items done by users. Once the follow-up enabled, these
deletions may be viewed in:
- Back Office: Administration - Event log - Log query
- Front Office: Settings - Administration - Event log - Log query
Item settings
Back Office: Basic data - Items - Items
It is possible to link one or more items to a reference item. These linked items will be proposed when entering the document.
1. Open the reference item record.
2. Click the [Complementary Data] button, then select the “List of linked items" option.
3. Enter the following information in the linked item window.
Sold quantity accounting
Back Office: Basic data - Items - Services
Services updates the running total for the document quantity. Accordingly, item sales with required a service will display a subtotal of 2 items sold. An option has been added
to service type items, enabling you to show whether the quantity is to be added to the total quantity for each document. This setting can be applied in Service type item
Field
Description
Linked item
Select the item to be linked to the reference item.
Type of use
The linked item can be a service or merchandise type item. The available
usage types are below:
- Proposed item: The linked item is proposed when the reference item is
entered in a document. It is up to the user to manually select the linked item,
if desired.
- Pre-selected item: Pre-elected linked items are proposed when the reference
item is entered in a document.
- Required item (available only for Service type items): The linked item is
automatically proposed and pre-selected. It cannot be deselected when
entering the reference item.
Applying reference item
quantity
Allows you to propose the same quantity for the linked item as for the
default reference item.
Stores/Application flow
You may determine the scope of application for the proposal of linked items,
particularly for subsidiary stores and document types.
Propose during sale, if
shortage
Allows you to authorize or block proposal of the selected linked item, even if
this item is no longer in stock. This option is only available for a
merchandise type item which is also managed in stock.
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records. For Service type items, the “Counted in total quantities” option allows you to exclude the linked item from subtotals and totals for the documents entered.
Viewing and Deleting Links between Items
Performing these actions will delete the link between the linked item and the reference item, but will never delete the linked items themselves.
In the item record
Back Office: Basic data - Items - Items
View or delete linked item records
1. Open the item of reference record.
2. Click the [Complementary Data] button, then select the “List of linked items" option.
The linked item record will display.
3. Use this button to delete the link between the reference item and the linked item.
In the linked items list
Back Office: Basic data - Items - Linked item list
View or delete linked items
Open the reference item record and use the [Delete] button to delete the link between the reference item and the linked item.
Batch deletion of linked items
Select the linked items to be deleted, then start the deletion operation.
Attention!
The corresponding authorization must be enabled to perform this operation.
Linked Item Operation
Enter reference item
When entering a reference item, the Items window will open. Items will be displayed differently according to the linked item type. If the linked item is a:
Proposed item
A red button will show on the item line. The user will need to use the space bar to select the item.
Pre-selected item
A green button will show on the item line, displayed in italics. Because the linked item is pre-selected by default, the user will need to use the space bar to deselect the item.
Mandatory item
- If another item is linked to the reference item, a padlock will show on the mandatory linked item line, displayed in italics. The user cannot perform any actions on this item.
- If no other item is linked to the reference item, the mandatory item is automatically inserted into the document.
Linked item returns
When entering a return in Front Office, mandatory linked items are automatically inserted.
Standalone mode
Only mandatory linked items are managed in standalone mode, assuming that they have been included in the calculation of price list totals. Register settings must also be
exported.
General constraints for linked item lines
Inserting lines
Lines cannot be inserted between a reference item and its linked item when the linked item is a mandatory item.
Changing quantity
If the Apply quantity of reference item option is checked, modifications made to the reference item quantity are automatically copied to the corresponding mandatory linked
item lines. It is not possible to modify the quantity of a mandatory linked item directly.
Deleting lines
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Mandatory linked item lines cannot be deleted. However, the deletion of a reference item line triggers the deletion of the corresponding line in all associated mandatory linked
items, but not in non-mandatory linked items.
Importing data
When importing documents, all mandatory linked items are added automatically.
- The $$_GEREARTLIESOBLIG field allows you to activate or deactivate the management of linked items (Replaces the PARPIECE option).
- The $$_MNTARTLIESOBLIG1 field allows you to indicate the amount that will be copied to the first mandatory linked item added (only the price of the first mandatory
linked item is retrieved).
Example
Import format allowing you to create or modify large numbers of linked items in bulk:
Management Rules for Mandatory Linked Items
Document generation
Manual generation
When opening the document to be generated, the application verifies that all mandatory linked items are included. If not, the items are added automatically (checks are carried
out based on the generated document type, based on whether or not the document type authorizes the management of linked items.)
Automatic generation
The automatic generation of a document involves adding the missing mandatory linked items.
Document modification
When opening the document to be modified, the application verifies that all mandatory linked items are included. If not, they are added automatically.
Document duplication
When opening the document to be copied, the application verifies that all mandatory linked items are included in the new document. If not, they are added automatically.
Processing customer orders in Front Office
The verification process is the same as for document generation. After it has been processed, the customer order will trigger generation of an available order and transfers.
Missing mandatory linked items will be added automatically if the generated documents manage linked items.
Entering purchase order proposals and pre-allotment
When generating the supplier order based on a pre-allotment defined for the purchase proposal order, mandatory linked items will be added automatically if the supplier order
manages them.
Processing replenishment orders
When generating the supplier order based on a replenishment order entered in Front Office, mandatory linked items will be added automatically if the supplier order manages
them.
Invoicing sales and transfers
When generating documents arising from invoicing sales and transfers, mandatory linked items will be added automatically if the documents manage them.
Configuring and Using Mask-Types
The objective of mask-types is to facilitate the entry of quantities in dimension grids by using pre-referenced allocation profiles.
Example:
Size
37
38
39
40
41
Quantity
1
2
3
2
1
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Preliminary settings
Company settings
Back Office: Administration - Company - Company settings
To manage this feature, refer to the Company settings, topic Commercial management/Items/Management of mask-types.
Types of documents
Back Office: Settings - Documents - Documents/Types
Management of mask-types should be activated for the document type selected. To do this, the "Use of mask-types" field must display the management type desired, found in
the Item tab. You can then achieve the following:
- Specify that mask-types should not be activated
- Activate the optional management of mask-types for a document
- Activate the mandatory management of mask-types for a document
Access rights
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights concerned by this function are located in menu 26 - Concepts, Commercial management/Mask-types. You can then authorize or refuse the following rights:
- Create mask-types
- Change/Delete mask-types
- Associate an item to a mask-type
Creating and associating mask-types
Creating mask-types
Back Office: Settings - Dimensions for items - Mask-types
1. Click the [New] button and specify a code and description of the mask-type.
2. In the Dimension selection section, select the dimensions desired, as well as the presentation.
The options proposed enable you to specify the type of mask-type.
- Standard: Enables you to specify a mask-type (default)
- Packaging: Indicates that the mask-type will be used as a package. If this box is not checked, the mask-type will only be used as an order entry profile.
- Closed: To forbid any future use of the mask-type.
3. When the mask-type has been validated, the "Detail" option will show all dimensions.
Associating mask-types to items
Back Office: Basic data - Items - Items
For dimensioned items only, the Characteristics tab of the item record allows you to define whether mask-types are managed, and if they are, to associate them to these items,
if necessary. If the management of mask-types is activated in the item record, it is possible to define how the feature works by selecting the appropriate option:
- Mandatory: In this case, use of the mask-type will be mandatory when entering a document for this item.
- By default: useful if several mask-types are associated to one item.
- Standard: The item can only use the "standard" mask-types and all of them will be implicitly associated to it, without having to do it manually via the [Mask-type
association] button at the right of the field. The button will only be accessible in read-only mode.
You can use the [Mask-type association] button to associate a mask-type with an item, except when "Standard" is checked. In this window that displays, the “Usable
mask-types" section enabled you to shift a selected mask-type to the "Item mask-types" section, using the [Move to right] button.
Using mask-types when entering a document
When entering a document that supports mask-types, a window will be displayed for the items for which mask-types are managed in order to determine the quantities to be
entered. If the “Enter mask-types by quantity” company setting is:
- Not ticked: You only need to enter the number of mask-types to be added to the document. This is to be done in the "Number" field.
- Ticked: You can also enter quantities for items to be inserted into the document. Converting the quantities to the number of mask-types is carried out automatically. This is
to be done in the "Total quantity" field.
Note!
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In this configuration, the quantity entered must obviously be a multiple of the total number of items for the mask-type. Otherwise, a message will be displayed indicating that
the quantity does not match a multiple of the mask-type.
Lists of Items and Lists of Stores - Contents
Yourcegid Retail offers many processes enabling you to select items according to classification: category levels or user-defined tables. This functionality enables you to select
a list of items free of all classification. You may also manage store triggers based on a store list (cf. Triggers).
Creating an item and/or store list
Creating list headers
Adding items to the list
Adding stores to the list
Special features of Sales conditions and Loyalty lists
Examples of item list usage according to scope
Using item lists
Using store lists
Importing lists
Importing an item list
Importing a store list
Associated access rights
Access rights management
Creating an Item and/or Store List
Back Office: Basic data - Items - Lists of items
Back Office: Basic data - Stores - List of stores
A list is made up of a header and lines (items or stores). To create an item list, follow the procedure shown below.
Creating list headers
Press the [New] button, then enter a code and description associated to the new list, and if need be, select a restriction category.
The Scope of use section enables you to define the functionality this list is to be used in (note that only the scope of use “Triggers” can be used for lists of stores:)
- Calculation of WAPP - WACP
- Sales conditions
- Triggers
- Loyalty
- Gift lists
- Inventory
- Payment methods
- Transfer price rule
- Replenishment
- Statistics
- Price list update
Next, press the [Validate] button to open the selection screen for the items or stores that will make up the list.
Adding items to the list
After creating the list header, the item list screen will be displayed.
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Press the [Add items] button, then select the item selection type:
- Item grouping: select from generic and single items
- Dimension grouping 1 - 5: select items according to dimension (size, color, material, cup, length, shoe size, etc.).
- No grouping: select from single and dimensioned items
- Bill of materials: select from Macro and Assembly bills of materials
In the Item selection screen, make your selection using the space bar or the [Select all] button.
After making your selection, click on [Add items] then validate the confirmation message.
The Item list screen will open with the list of items previously selected. At this point you can add new items, delete items or even leave the screen.
“Bill of Materials” type items
Only Macro and Assembly bill of materials types are authorized. They need to be linked to lists including “Sales conditions” or “Loyalty”. When calling up an item list, a bill
of materials will behave same way as other items. When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory,
component management, etc.).
“Service” type items
You can integrate services into item lists in order to allow loyalty to manage gift lists including “service” type services. Authorized services include the following areas:
- Sales conditions
- Triggers
- Loyalty
- Gift lists
- Payment method
Adding stores to the list
After creating the list header, the item list screen will be displayed.
Click the [Add stores] button to display the stores.
In the Store selection screen, make your selection using the space bar or the [Select all] button.
After making your selection, click on [Add stores] then validate the confirmation message.
Special features of “Sales Conditions” and “Loyalty” scopes
Allocating values
For item lists relating to Loyalty and Sales conditions, you can enter an equivalent value in points for each item on a list. These values will be used for loyalty gift lists and
sales conditions lists.
Select the item, then click on the [Allocate values] button. The Value to allocate window will open, enabling you to enter an item value.
BOM management
When calling up an item list, a bill of materials will behave same way as other items.
When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory, component management, etc.).
Sales conditions options
This section is visible only if the “Sales conditions” scope is checked. The displayed options enable you to show whether you wish to offer “Item merchandise not managed in
stock” , and/or “Item merchandise with zero or negative stock” as item-gifts.
The “Order of display” option enables to determine the order of display of items in item lists. It may take the following values: item and description code, value (descending
sorting), quantity in stock (descending sorting).
When entering sales receipts, if the conditions for obtaining sale conditions wit the list of gift items have been met, the gift selection window will display the available items
according to determined stock criteria, according to the order of display configured.
In standalone mode, item lists are downloaded, but not stock. It will therefore display 0. If the list of items has been configured to be sorted by the quantity in stock, then it
will be sorted by item code.
Examples of Item List Usage According to Scope
When your item lists have been created, they can be used in various functions according to the scope of use shown in the record.
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Using item lists
Calculation of WAPPs
Back Office: Administration – Maintenance – Recalculation of WAPPs
This command enables you to calculate the WAPP for a list of items selected from the Characteristics tab, Option section.
Sales conditions
Back Office: Sales - Sales conditions - Rules
This command enables you to create sales conditions concerning a list of items shown in the Benefit tab.
Triggers
Back Office: Settings - General - Triggers / Item
This command enables you to create item triggers on the basis of an item list in the Trigger type section.
Loyalty
Back Office: Sales - Loyalty - Loyalty programs
This command enables you to specify whether item lists will be managed in benefit options.
Gift lists
Back Office: Sales - Gift lists - Management of lists
This command enables you to add items from a previously created item list.
Inventories
Back Office: Inventory - Conduct inventory - Beginning of inventory / Generate a list
The “Use of an item list” field in the “Item selection” area, allows you to use one or more previously created item lists. Items in this list make up the items to be inventoried.
Payment method
Back Office: Settings - Management - Payment methods
For a given payment method, Yourcegid Retail Y2 enables you to specify the item you wish to offer to customers during a sale paid 100% by this payment method. The
Front-Office tab enables you to input the item list to be used to reimburse the customer.
Transfer price
When this function is enabled (via company settings and Store records), an item list will be automatically displayed in document entry mode (for document types defined in
calculation rules).
Replenishment
Back Office: Inventory - Store replenishment - Replenishment and Distribution and Rules for replenishment
The Replenishment and distribution command enables you to add items from a previously created item list. Likewise, the Rules for replenishment command enables you to
create replenishment rules based on an item list.
Price list update wizard
Back Office: Sales - Pricing - Price list update / On item lists
This command enables you to update a previously created item list. The screen will display a multiple criterion listing all the items whose scope of use is "Price update".
The [Additions] button lets you view a list header, as well as items on the list.
Double-clicking on the selected item list will launch the price update wizard.
Before the wizard comes up, a test will be done to ensure that the item list is actually complete.
Generating prices is done using items on the list in the same way as when items are selected individually.
Using store lists
Note that store lists, have only a scope of use of type “Trigger”.
Triggers
Back Office: Settings - General - Triggers / Store
This menu enables you to create store triggers based on a store list (enable the “Store list” option in the “Trigger type” section).
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Importing an Item and/or Store List
Back Office: Data exchanges - Data recovery
To import item lists, you need to specify an importing format for them with all the required fields, as well as the tests to be done and data to be updated. The new format is to
be supplied for "Default recovery" data origin. This is to be completed with a “.dai” file (contact your Cegid consultant, if necessary).
For more information on importing item or store lists, please refer to the documentation about Data imports - Import formats.
List of items
MLISTEARTICLE
You may create and update item lists by importing files to the MLISTEARTICLE table.
The import format is defined in the MLISTEARTICLE table containing the items on the list that several supplementary fields will be added to, in order to manage header data
and various item information.
Procedure
Items may be entered via barcode or item code. Dimensions are checked in relation to an additional description (CAPM code). Note that price list importing can only update a
single usage scope, which may be completed by importing another scope.
According to the item information entered, grouping by item will be determined automatically, except if a settings discrepancy prevents it:
- Item grouping
- Grouping - dimensions 1 to 5
- No grouping
List of stores
You may create and update item lists by importing files to the following tables:
MLISTEETABENT
This table is populated using the following fields:
MLISTEETABLISS
To populate the MLISTEETABLISS table:
Access Rights Linked to Item and Store Lists
Back Office: Administration - Users and access - Access right management
The access rights concerning this function are located in the following menus:
List of items
Menu 26 – Concepts
In the Commercial management section, you can choose whether or not to authorize salespeople access to the following commands:
- View all item lists
- Modify all item lists
Field
Description
$$_LIBELLELISTE
Description of the store list
$$_PORTEELISTEETAB
Scope of use for the store list
$$_FAMILLERESTR
Restriction category for the store list
Field
Description
ML2_ETABLISSEMENT
Store code
$$_ANNULEREMPLACE
- X: Deletes all stores from the list before recreating it, by adding the store from the
relevant line.
- Empty: Adds store of the relevant line
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Menu 102 – Sales
In the Price list update section, you can choose whether or not to authorize salespeople access to the price update command on the item list.
Menu 110 – Basic data
In the Commercial management section, you can choose whether or not to authorize salespeople access to the List of items command.
Store list
Menu 110 – Basic data
In the Commercial management section, you can choose whether or not to authorize salespeople access to the List of items menu.
Item Dimensions - Contents
Since items for sale have to be ticketed, Yourcegid Retail offers several item label editing methods
- When a document has been validated (e.g. during supplier receiving), the quantity edited will be the one in the document.
- On request: Re-editing lost or damaged labels. The quantity edited is the one pulled from stock.
- On inventory: Re-ticketing a set of items (e.g. because of price changes). The quantity will be edited according to those still present in the stock.
- On catalog: Making up a "book". The quantity edited corresponds to the number of copies of the labels that have been requested for each item.
- ….
Item label editing is available in Back Office with the following commands:
Purchases, Sales and Inventory modules, Reports menu, Item labels command.
- Basic data module, Items menu, Labels command.
Incidentally, label editing is also available in Front Office (Management menu).
Printing labels from dedicated menus
Labels on catalog
Labels on request
Labels on serial number
Labels on sale return
Labels on document
Labels on inventory
Labels for replenishment
Editing labels
Using templates by item
Editing during document validation
Editing for modified price lists
Editing labels by store
Label printer margins
Reprinting labels
Partial printing of price list labels
Associated access rights
Access rights management related to labels
Editing Labels from Dedicated Menus
Back Office: Purchases (or Sales or Inventory) - Reports - Item labels
Back Office: Basic data - Items - Item labels
Front Office: Management - Inventory - Item labels
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Labels on catalog
The Labels on catalog command allows you to specify the required number of labels and template to be used to edit the labels for all selected items, regardless of whether or
not these items are currently in stock. The multi-criteria selection screen allows you to select the items to be ticketed. The Page layout tab allows you to select the label
template to be used, as well as the number of copies to be printed. You can also display a print preview if needed.
Labels on request
The selection screen allows you to indicate the items to be labeled, as well as the number of copies to be printed, and the store for the printout.
The dimension mask opens automatically for dimensioned items. The quantities entered for the dimensions may also be viewed.
The “Price list date” field allows you to print labels for a specific price list date. By default, this value is set to the current date.
The Quantity in stock is displayed for information purposes.
To edit labels, you must use the [Validate] button to perform the selection.
Then to start printing, click the [Print] button.
You may start printing at the nth label, in order to recycle partially used label sheets.
After editing, you can save your selection by clicking Yes in response to the following prompt: "Do you want to restart this process later?”
Labels on request via terminal downloading
You may also add data to the item list via portable inventory terminal downloading.
Click the [Terminal downloading] button to open the download window.
This window enables users to insert items listing the references to print.
Note that you may select items by scanning their serial numbers.
Labels on serial numbers
This process, which is only available if serial number management has been serialized, is very similar to the process used for editing labels on request. You must select the
warehouse where the serialized items are stored, as well as the serial numbers to be printed.
Labels on sale return
The screen used for sales return labels allows you to print the exact number of labels corresponding to the items returned. This command is particularly useful for items
returned without sales receipts.
Labels on document
This command concerning labels for orders, delivery notices, receipts and transfers, allows you to print the exact number of labels for the items contained in a document of the
type in question.
The multi-criteria selection screen allows you to select the store, date range, and numbers corresponding to the documents.
The Page layout tab allows you to select the label template to be used and display a print preview if needed.
The number of copies is determined automatically by the quantity displayed in the selected documents.
When editing labels for documents, you may print a header label in the Page layout tab, in order to separate the documents.
Labels on inventory
This command allows you to print the exact number of labels corresponding to the number of copies in stock of the selected items. The multi-criteria selection window allows
you to select the store corresponding to the inventory and the items to be labeled.
The Addition tab enables you to print items managed with serial numbers for customer reservations or preparation.
The Page layout tab allows you to select the label template to be used and display a print preview if needed.
The Price list date field allows you to print labels for a specific price list date. By default, this value is set to the current date.
The number of copies printed is determined automatically by the quantity in stock in the warehouse in question.
The Use of scheduled price lists option (Criteria tab) enables you to edit labels for items in stock which have scheduled price lists, regardless of print date. Items in stock
which do not have scheduled price lists will not be taken into account. By default, the Standard Label w/ scheduled price lists includes this function.
Note that this option is not compatible with the following options: Item lists and Use item template.
Labels for replenishment
Back Office: Inventory - Store replenishment - Replenishment and distribution
You may create labels when validating replenishment proposals.
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The print label on proposal engine operates the same way as the other label modules (templates for stores, items, shortage management, etc.)
The [Print] button enables you to re-print labels for replenishment at any time after validating the proposal.
Note that this function is subject to the following access right: Follow up actions menu (113): Inventory, Replenishment/Labels on proposal and documents.
Editing Labels
Using templates by item
Back Office: Basic data - Items - Items
The item record allows you to specify the label template to be used for certain items. To do this, select the desired label template in the field of the same name in the General
tab.
There may be different templates according to items. In this case, if the corresponding option is checked at the time of printing, each item will be printed according to its own
template.
You can also avoid selecting a template for certain items. In this case, the template used for printing will be the one used for this printout. To use this function, you need only
uncheck the "Use template by item" option in the Page layout tab in the multi-criteria screen for labels. The edition will then be sorted by label template: a window will enable
you to insert the corresponding medium between each template (Medium to insert field).
Notes:
- The label template can be changed in this window.
- You can start editing from x label, in order to recycle partially used label sheets.
- Item labels that have not been allocated a specific printing template will be printed based on the template indicated on the multi-criteria selection screen on the Page Layout
tab.
Editing during document validation
Back Office: Settings module - Documents - Documents - Types
Depending on the document type, you can use the "Edit labels" section in the Layout tab to select the default print options when validating documents.
In the "Printing options" section, the "Template choice at end of document" option enables you to make this window appear with the default values at document validation, to
make quick changes.
When validating a document, Yourcegid Retail automatically triggers label printing for items entered in the document, according to the specified settings.
Editing for modified price lists
Back Office: Sales - Pricing
Several commands in the Sales module, Pricing menu allow you to edit labels for items for which the price list has changed, based on 3 criteria in the Standards tab:
- The Frozen price lists checkbox allows you to display price lists that have been frozen in the module used for automatically generating price lists.
- The Modified prices checkbox allows you to only display the price lists for which the previous price is different from the current price.
- The Changed since field allows you to retrieve price lists that have been modified after the specified date.
You can print labels on selected price lines in the multi-criteria list, using the [Edit labels] button. When printing labels, the following screen will be displayed and allows
you to select the following:
- label template to be used
- use templates by item
- number of labels to be printed for each item based on the inventory from the selected store
- number of labels to be printed for each item depending on a specified quantity.
In Front Office, a simplified window allows you to access this function from the Sales receipts module, menu Pricing, command Labels on new price lists.
Editing labels by store
Back Office: Basic data - Stores - Stores
You may configure item label templates to be used for each store.
The setup rules are created by clicking the [Additions/Exception on label template management] button in the store record. These exceptions are based on item
groupings such as collection, user-defined tables, or supplier.
You can create as many exceptions as needed. A priority order (modifiable) will allow you to define the rule that is to apply in cases where several rules apply to the same
item.
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Warning!
This search process is only performed if the use of templates by item is activated for editing.
This setting has priority over item labels template defined in the item record for the store in question.
Label printer margins
Back Office: Administration - Users and access - List of printers
This command enables you to reset different print margins for certain labels.
Click the [New] button to create a new record. When the settings have been made, they must then be assigned to the relevant users via user records, as described below.
Assignment to User Record
Back Office: Administration - Users and access - Users
Open the selected user record and select the print margin desired (Print margins field).
Reprinting labels
Tracking reprints
Back Office: Administration - Users and access - Access right management
You can track label reprints and enter the corresponding reason for reprinting. This function requires the assignment of access rights for label reprinting via Menu 113 –
Follow up actions. You can therefore specify that entry and follow-up should be activated for catalog printouts, on-demand printouts, and inventory printouts, not for the other
printing modules. If follow-up is activated, you need to enter a reason when reprinting labels, and a record will be entered in the event log.
Creating print reasons
Back Office: Settings - Management - Reasons for printing labels
This option enables you to create various reasons why labels need to be printed, (e.g. Damage, Theft, Other, etc.) The re-print reason will be requested in the label printing
modules that follow-up has been activated for. This function can be used for all on-demand re-print requests. The actions will be followed up and the entry of a reason will
only be necessary in the label reprinting modules.
In Back Office,
- Purchases - Reports - Reprint documents
- Sales - Reports - Reprint documents
- Inventory - Reports - Reprint documents
- Basic data - Items - Labels
In Front Office,
- Sales receipts - Pricing - Labels on new price list
- Management - Inventory - Labels
Alert management
A new alert will be displayed, with a list all of label reprinting processes.
Partial printing of price list labels
Back Office: Sales - Pricing - Item price list
Front Office: Sales receipts - Pricing - Labels on new price list
This button prints labels for item prices on a percentage of stock, while setting label minimum and maximum quantities by item.
This percentage is set to 100% by default. The quantity to be printed is calculated based on this percentage and is rounded to the nearest value.
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You can enter a minimum quantity so that a least one label can be printed for items with low levels of inventory.
You can set a maximum quantity in order to limit the number of labels for items with high levels of inventory.
A quantity of 0 allows you to ignore these two settings.
Label Access Right Management
Back Office: Administration module - Users and access - Access right management
Enable access rights for the user groups of your choice.
Purchases Menu (101), Sales (102), Inventory (103)
Reports/Item labels
This menu manages access by user groups to the methods used for printing labels related purchases, sales and inventory.
Administration Menu (106)
Users and access
This menu manages access by user groups to the user-specific settings for label printers.
Management Menu (108)
Several menus enable you to manage access rights concerning label editing in Front Office.
Basic Data (110)
Items/Item labels
This menu manages access by user groups to the methods used for editing labels linked to items.
Follow up actions (113)
Various actions related to labels can be recorded in the event log with this menu. These actions also allow you to activate management of reprint reasons (cf. Reprinting
Labels).
Sales Based on Temporary Items - Contents
Even if an item is not identified by the register, the sale must still be able to proceed. You can proceed with the sale by defining these items as temporary items during the
sales transaction. A process allows you to correct the sale afterwards and replace this temporary reference with the actual reference of the item sold.
These temporary items can be called directly during the sale in cases where the item reference cannot be found.
Temporary items should be used on a temporary basis only. They should be replaced with the correct reference as soon as possible.
A temporary item has no dimensions.
Create and use a temporary item
Create a temporary item
Back Office: Basic data - Items - Items
You create temporary items in the same way as other items. The only difference is that certain options in the "Characteristics" tab must be enabled or disabled.
To define a temporary item in the "Characteristics" tab of the item record, you must:
- Disable the following options: "In stock", "Consigned item", "Serial numbers", "Batch management"
- Enable the following options: "Replenishment excluded", "Discountable on line", "Temporary item"
Use in Front-Office
The sale is registered with the temporary item code, in the same way for a standard sale. This module also processes returns. The code and description of the temporary item
are printed on the register receipt.
Additional information
The "CEG-ARTICLESTEMPO" alert enables you to list the receipt lines containing the temporary references to be updated.
Correct sales based on temporary items
Procedure
Back Office: Administration – Maintenance - Correct temporary items
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This functionality is used to assign an actual item to a temporary one. The correction process consists of replacing the item code and certain item data in the receipt line so that
the maximum possible information is retained for receipt printing purposes.
1. Once all item lines are displayed on screen, select one or more lines to correct and click the [Open] button.
The "Receipt lines on temporary item" screen displays the receipt number and the item line.
2. Specify the reference of the actual item in the "Item" field and validate.
If supported by the application, you may be asked to enter the corresponding serial numbers.
3. Repeat the procedure for each temporary item selected.
Impact on accounting closure
Back Office: Administration - Company - Company settings - Commercial management - Documents - Processing
An initial check determines, for each corrected line, whether the date of the receipt line is earlier than the accounting closure.
If you are required to perform the processing on accounting entries that have already been posted, you should select the "Override considered receipts" option in the
"Temporary item" field.
Impact of the correction
Once validated, the correction process updates the following:
- The item inventory
- The inventory snapshots if the snapshot is dated after the sale
- The receipt line
- The item code: "GL_CODEARTICLE" and "GL_ARTICLE"
- Information on the new item (e.g. category, collection, user-defined tables)
- The PP and CP of the sales line
- The user who modified the line and the modification date
- The serial numbers
- The event log if the action is logged. If there are price discrepancies, an error is generated in the event log.
If a copy of the receipt is printed after correction, the temporary item code displayed on the original receipt will be replaced with the code of the actual item. However, the
description of the temporary item will be kept.
Packing - Contents
The purpose of this function is to manage packing for shipments. This packing will enable the following:
- Packaging and grouping of items for shipment,
- Smoother integration of items when the goods are received in the store.
Required Settings
Company settings
Document types
Stores
Package barcodes
Packing type items
Access rights
Packing
Entering a document with packing
Related functions
Query and printing
Packing Settings
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Company settings
Back Office: Administration - Company - Company settings - Commercial management/Logistics
Enter the information described in section Logistics, then validate.
Document types
Back Office: Settings module - Documents - Documents - Types
You will be able to configure packing management by document type. Select the document type you wish to manage packing for, then open the Packing tab. Enter the
information described here.
Stores
Back Office: Basic data - Stores - Stores
You should specify at the store level whether packing is to be managed there or not. Open the Store record that you want to manage packing for, and go to the Contact
information tab. Tick the Packing management checkbox option and validate.
Package barcodes
Back Office: Inventory - Logistics - Package barcodes
This command enables you to configure package barcode allocation by selecting the type of barcode desired.
Packing type items
Back Office: Basic data - Items - Items
You have to create Packaging type items, which will enable you to pack the items from the documents. These are necessarily items that are not managed in stock.
To create a Packing-type item, click the [New] button. Populate the record fields and check "Packing item" in the Characteristics tab.
Access rights
Back Office: Administration - Users and access - Access right management
This command enables you to define the user groups that will have access to packing functions.
Menu 26: Concepts - Commercial management - Packing
Accessing reference mode
This concept refers to the packing mode defined in the following document type: “Blind or by reference mode” (refer to "Document types"). This concept enables you to
authorize/refuse entries in Reference mode, even if data entry has been configured in Blind mode.
Manual entry for package number
A package number will be automatically assigned when entering packing information. This concept enables you to authorize/refuse user modifications to this package
number.
Menu 103: Inventory - Logistics
This menu allows you to grant user groups access to the various menus in the Inventory/Logistics module.
- Packing query
- Packing printouts: Package labels, Packing slips, and Packing lists
- Package barcodes
Packing
Entering a document with packing
Note that for a given document, you cannot perform partial packing. All quantities listed on the document must be packed or managed without packing.
1. Enter the document as usual by filling in the various required fields according to the document type: supplier, store, items, etc.
2. Click the [Packing] button to open the Packing list window.
Note that if the packing was configured in document type as being required, the window will automatically open when validating the document without having to use this
button.
3. Select the Packing-type item that will be used to package the document items.
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This will be displayed in the window on the right-hand side.
4. Using this button, select the document items to be packed.
If all the items are to be in the same package, you can use the [Include all] button.
Otherwise, click the [Include] button as many times as there are items to be packed.
5. Search other items to be packed, if necessary via the [Search for an item] button.
They will be automatically added to the body of the document.
6. Validate the document to launch printing.
During each packing process, the user has the option of printing different documents: package label, packing slip, and packing list. This can be done automatically on closing
the packing process, on validation of the document, or at a later stage from an existing document.
In shipping, the packing phase can take place during the picking phase or directly on creation of the delivery notice,
either from an existing document or from a newly generated one.
Related functions
Adding packages during packing
This button enables you to search for a package already in the system, in order to include it in the document being entered.
Examples:
Transferring a package from one store to another; returning a package to the main office that was sent and received in-store; transfer to store of a package put together in
receiving at the main office.
Displaying package characteristics
As the name shows, this button displays additional information about packages (weight, number of packages, etc.)
Note that the Barcode area will be populated according to settings in the Inventory module, Logistics menu, Barcode command.
Print
This function prints packing slips and package labels.
Please note!
Print options will be active according to the configuration in company settings.
Query and printing
Printouts
Back Office: Inventory - Logistics - Print packing list
This command prints or re-prints the various documents relating to your package:
- Package labels
- Packing slips
- Packing lists
Query
Back Office: Inventory - Logistics - Packing query
This command enables you to query a list of packages via multiple selection criteria.
Merging Items - Contents
Merging an item allows you to replace an existing item with another item from the database. All data relating to the items, i.e. histories, inventory, price lists, etc., will be
merged during this process. You can merge several items at the same time.
Checks, restrictions and access rights
Checks and restrictions
Access rights
Creating an item merge
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Step 1: Enter the setup description
Step 2: Select the item to preserve
Step 3: Check dimension mapping
Step 4: Execution mode and updating purchase prices
Step 5: View the processing report
Managing and following up item merges
Merged items
List of item merges
Data imports
Merging from a data import
Technical appendix
References
History
Inventory
Non supported tables
Merging Items: Checks, Restrictions and Access rights
Checks and restrictions
Several checks are carried out to validate the merging of the items:
- The items must be merchandise items.
- You cannot merge items that are managed in stock with items that are not managed in stock.
- The selected items must belong to the same supplier if the folder is managed in single supplier mode.
- The items to be merged must be of the same type – the utility can merge single items OR dimensioned items
- The selected items must have the same number of dimensions – all the dimensions of the item to be replaced must be mapped. Two items with different dimensions cannot
be merged based on the same dimension (a document containing these 2 dimensions would subsequently be corrupt).
- If the items to be merged are managed with serial numbers, the utility will verify that these serial numbers are all different. If the serial numbers are all different, the merge
can be carried out; otherwise, the merge is not possible.
- For consigned items, the items must have the same exceptions (the list of stores where both items are consigned or non-consigned must be the same).
- The selected items cannot be part of the current inventory list, nor a non-validated replenishment suggestion.
- The tax settings for the selected items must be identical, as well as the "purchased by" and "sold by" values.
- Two items to be merged must not be linked together.
- The additional index for GL_CODESDIM in the LIGNE table is required. This is verified in the list of additional indexes – see Company Management (PgiMajVer),
"Companies and folders/Additional indexes" menu.
- It is not possible to merge closed items.
Access rights
Back Office: Administration - Users and access - Access right management
Access rights allowing you to authorize certain actions or menus for the user groups concerned are located in the Administration (106) / Maintenance / Merge items.
Notably, it allows you to access the following commands:
- Create a merge
- List merges
Creating an Item Merge
Back Office: Administration – Maintenance – Merge items / Create a merge
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The screen will display the list of items based on previously entered selection criteria.
Select the item to merge using the keyboard space bar, then click this button to start the setup wizard for the merge.
You may leave the wizard at any time without losing your work. A message will prompt you to save the current operation, which then can be resumed using the Merge
items/List merges command.
Step 1: Enter the setup description
This description allows you to describe the purpose of the merge setup. This information is required in order to continue.
If the description is not entered, the selected items will not be saved if you cancel.
Step 2: Select the item to preserve
The screen is divided into 2 sections:
- The list of selected items is displayed on the left.
- The item to be kept is displayed on the right.
This item must be included in the list of selected items. The arrows allow you to switch the items that you want to keep to the right.
Step 3: Check dimension mapping
This step is carried out for generic items only. For each item to be merged, you are prompted to enter the mapping between the dimensions of the item to be merged and the
replacement item in a grid. The screen in the form of a table, lists the different items to be merged and their dimensions. To make the mapping easier, all of the dimensions of
the item to be merged are displayed automatically.
This button allows you to automatically map the dimensions of the item to be saved, to the dimensions of the items to be merged if they have the same dimension mask
and the same dimensions.
The dimension is selected using a button in the "Correspondence" column which displays the dimension grid for the item to be saved.
All of the dimensions of the item to be merged must be mapped. The following step will not be accessible if this rule is not applied.
In order to make it easier to enter the required mapping, you can use a checkbox to hide items that have already been processed. As long as the process has not been scheduled
or executed, it is possible to change your mapping selections.
Step 4: Execution mode and updating purchase prices
The screen gives you the option to execute the item merging process immediately via the "End" button, or to schedule the execution of this process. By default, the choice is
an immediate execution. A warning message will be displayed informing you that the process will take a while.
Please note!
An immediate execution is not recommended if the merge involves a large number of items. If it is used, the process is performed on the local workstation and involves
multiple exchanges with the server.
Two options allow you to specify whether the WAPP and/or LPP values should be recalculated after the items have been merged. This process involves recalculating the
WAPP and LPP values of inventory based on the movement history available in Yourcegid Retail Y2.
Any movements not included in the application that had an effect on the initial stock are not taken into account.
For further information about recalculating WAPPs, refer to Recalculation of WAPPs.
Step 5: View the processing report
Once the operation has been run, you can view the merge run report. This report is saved and can also be viewed from the List merges command by double-clicking on the
line of the operation to be viewed. The report includes the following:
- Processing status
- Any error messages and warnings
- Execution time
- Informational messages, if not too large
Managing and Following up Item Merges
Merged items
- Merged items are closed
- The "Replacement item" field in the item record is populated for informational purposes.
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- Merged item barcode is deleted
- The merge date is saved and may be viewed using the List merges command, by adding the Run date to the presentation setup.
List of item merges
Back Office: Administration - Maintenance - Merge items - List merges
This command enables you to list and manage the settings of already created merges. This screen allows you to complete the following:
- Create a merge with the [New] button.
- Modify or delete the setup for merges that have not been executed yet.
Processing status
Once the process has been executed, its status will change:
Merging from Data Import
It is possible to merge two items using an import file.
Please note!
For this import, the two items must be unique, or dimensioned with the same masks and same dimensions.
The $$_PMAPMAJ and $$_DPAMAJ fields specify whether the merge is followed by recalculation of the WAPP and LPP values respectively.
These options can be specified via the default values for these fields in the import format.
These options are common to all dimensions of the saved item. The values defined for the first record are used here.
Import format: MFUSIONARTDET table
The optional $$_LIBELLE field allows you to specify a description for the merge. The default description is "Merging based on item XXX".
The item identifiers can be replaced by the $$_CODEBARREFUS and $$_CODEBARRECONS fields, so that you can find the item identifiers using their barcodes.
Constraints
For dimensioned items, the following constraints apply:
- The file must be sorted by preserved item.
- All dimensions of merged items must be mapped to the preserved item.
Otherwise, it is not possible to merge dimensioned items. The constraints defined in the Checks and restrictions section must also be checked.
Status
Description
Caption
On hold
The process is being created, and has not been executed yet. The setup can be
modified.
Scheduled
The process is scheduled for a specific date and time.
The merge was not carried out. The setup can no longer be modified or
executed.
In progress
The process is running. The setup can no longer be modified or executed.
Error
The process was executed, serious errors were detected, so the merge was not
carried out. The setup can no longer be modified, but can be executed again.
Warning
The process was executed, minor errors were detected, therefore the merge was
carried out. The setup can no longer be modified or executed.
Terminated
The process was executed without errors, the merge was carried out. The setup
can no longer be modified or executed.
Type
Mode
Seq.
Start
Size
Type
Req.
Field
Description
FUA
C
1
0
35
AN
Yes
MFD_ARTICLEFUS (1)
Merged item identifier
35
35
AN
Yes
MFD_ARTICLECONS (1)
Saved item identifier
70
35
AN
No
$$_LIBELLE
Merge description
105
1
AN
No
$$_PMAPMAJ
Recalculation of WAPPs
106
1
AN
No
$$_DPAMAJ
Recalculation of LPPs
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Merging items - Technical appendix
This chapter describes the impacts of merging items.
References
The references for the merged items are replaced for various possible setups:
History
The references for the merged items are replaced in the following tables:
- AFFCDEDISPO – GED_ARTICLE: Order allocation - Available
- AFFCDELIGNE – GEL_ARTICLE, GEL_CODEARTICLE, GEL_CODESDIM: Order allocation – Detail line
- ARTICLEPIECE – GAP_ARTICLE: Item exception by document
- ARTICLETIERS - GAT_ARTICLE: Third-party referencing
- CATALOGU – GCA_ARTICLE: Item catalog
- COMMISSION – GCM_ARTICLE, GCM_CODEARTICLE: Sales representative commission
- DISPOSERIE – GQS_ARTICLE: Available from serial numbers
- GSERIETYPEART – GSA_CODEARTICLE: Mask type/Item link
- LIAISONPIECE – GLP_ARTICLE: Document link
- LIGNE – GL_ARTICLE, GL_CODEARTICLE, GL_CODESDIM: Document line
- LIGNENOMEN - GLN_ARTICLE, GLN_CODEARTICLE: BOM line
- LIGNESERIE - GLS_ARTICLE: Serial number line
- Not managed: - LISTEINVLIG - GIL_ARTICLE, GIL_CODEARTICLE: Inventory list line
- A merged item must not be included in a current inventory list.
- The validated lists can still be viewed for any merged items that are closed.
- The items included on validated inventory lists are not merged.
- An item can be deleted later: When the item is being deleted, the process only checks whether the item is included on a current inventory list.
- MARTICLETRANSFO – MTF_ARTICLE, MTF_ARTICLETRANSFO: Item transformation
- MCOLISENT – MCE_ARTICLE: Package header
- MCOLISLIG – MCL_ARTICLE, MCL_CODEARTICLE: Package line
- MODELETAXEART – GMA_ARTICLE: Item exception on tax model
- NOMENLIG – GNL_ARTICLE, GNL_CODEARTICLE: BOM definition
- PARSEUILFID – GFS_CODEARTICLE: Loyalty threshold
- TRANSINVLIG – GIN_ARTICLE, GIN_CODEARTICLE: Inventory list lines
- PM specific tables
Settings
Impacts
Barcodes
If the barcode of the merged item is different from that of the merge item, the latter
is taken and used for multiple referencing. The same holds for the multiple
referencing of the merged item (ARTICLETIERS).
ARTICLE table
The item is preserved and closed. The merge date is available in the
MFUSIONARTENT table. If the item is dimensioned, the corresponding generic
item is closed also.
GA_REMPLACEMENT
Replacement item (unused) will be populated by the merge item, available in read-
only mode in the item record.
GA_SUBSTITUTION
Substitution item (unused), hidden in the item record.
Company settings
If the merged item is referenced in a company setting, it is replaced by the merge
item.
- Commercial management/Front-Office standalone mode/Default item:
SO_GCFODGDARTICLE
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- UORDRELASST - ULS_CODEARTICLE, ULS_CODEARTICLE1
- WORDRELIG - WOL_ARTICLE - WOL_CODEARTICLE
- WORDREBES - WOB_ARTICLE - WOB_CODEARTICLE
- WORDREPHASE - WOP_ARTICLE - WOP_CODEARTICLE
- WORDRETET - WOT_ARTICLE - WOT_CODEARTICLE
Inventory
Items managed in stock
For items managed in stock, the following counters are totaled:
GQ_PHYSIQUE GQ_RESERVECLI GQ_RESERVEFOU GQ_PREPACLI GQ_LIVRECLIENT GQ_LIVREFOU GQ_TRANSFERT GQ_QTE1 GQ_QTE2
GQ_PREPAORLI GQ_STOCKINITIAL GQ_CUMULSORTIES GQ_CUMULENTREES GQ_VENTEFFO GQ_ENTREESORTIES GQ_ECARTINV GQ_QRUPSTOC
GQ_TAILLELOT GQ_FACTURECLI GQ_FACTUREFOU GQ_AVOIRSTOCK GQ_AVOIRFOURNSTOCK GQ_RETOURFOURN GQ_DISPOCLI
The following counters are not totaled, and are excluded:
- Minimum inventory: GQ_STOCKMIN
- Maximum inventory: GQ_STOCKMAX
- Assortment inventory: GQ_STOCKASSORT
The values of the merge item will be kept.
WAPP/LPP
There are two options for the GQ_PMAP (WAPP inventory) and GQ_DPA (Last purchase price - inventory) fields:
- The replacement item values will be kept as they are.
- The values are recalculated after the merge by taking all merged item movements into account.
Note: Cost prices can be recalculated later by the cost price utility.
Inventory records and snapshots
The inventory record for the merged item is deleted (DISPO)
For the inventory snapshots, the available quantity is merged and the recipient item prices are preserved (the prices in the inventory snapshots can be taken from inventory or
from the item record)
The inventory record for the merged item is deleted from the snapshot (MDISPOIMAGELIG)
Removal of records
The records pointing to the items to be merged are removed from the following database tables:
- Removal from the price list table: TARIF – GF_ARTICLE
- Removal from the price list calculation table: MTARIFCALC – MTC_ARTICLE
- Removal from the linked item table: ARTICLELIE – GAL_ARTICLE, GAL_ARTICLELIE
- Removal from the sales extrapolation curve table: COURBEEXTRAVENTE – MCV_CODEARTICLE: Sales extrapolation line
- Removal from the replenishment aggregate calculation program table: MAGRREACALC - MA2_ARTICLE: Calculation of replenishment aggregates
- Removal from the consigned item exception table: MARTEXCEPTCONFBTQ – MEC_CODEARTICLE: Consigned exceptions by store
- Removal from the assortment routing table: MGAMMEASSORT – MG1_CODEARTICLE
- Removal from the assortment routing by store table: MGAMMEETAB – MG3_CODEARTICLE
- Removal from the item list table: MLISTEARTICLE – (MLH_ARTICLE) MLH_CODEARTICLE
- Removal from the cost price calculation table: MPRCALCART – MPX_ARTICLE
- Removal from the replenishment balancing table: MPROPEQUILIBRAGE – (MEQ_ARTICLE) MEQ_CODEARTICLE
- Removal from the top-selling replenishment table: MPROPPALMART – MP0_ARTICLE: Top-selling replenishment items
- Removal from the replenishment rule table: MPROPREGLEART – MR3_ARTICLE: Replenishment rule
- Removal from the replenishment proposal line table: PROPTRANSFLIG – (GTL_ARTICLE) GTL_CODEARTICLE
- Removal from the inventory errors table: TRANSINVERR – MTE_ARTICLE
Tables not managed by merges
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- ARTICLECOMPL – Additional item information
- All temporary MTMPxxx and GCTMPxxx tables
- Temporary tables as follows:
- MSUIVIACHATS – MP4_ARTICLE, MP4_CODEARTICLE: Purchase follow-up
- MSUIVISTOCKS – MP2_ARTICLE, MP2_CODEARTICLE: Inventory follow-up
- MSUIVIVENTES – MP1_ARTICLE, MP1_CODEARTICLE: Sales follow-up
- AGRTARIF – MAT_ARTICLE: Price list aggregates – The reference will be deleted when the aggregates are next updated.
- MBOREASSORTHISTO – MRH_ARTICLE: Replenishment history: deliberately not processed
- MPRESTATIONART – MOP_ARTICLE, MOP_CODEARTICLE: Item service link: not processed, service only
- UFRAISCOMPL - UFC_CODEARTICLE: Additional costs - PM MODE
- PM specific tables
- UCOMPFOURNI
- WARTNAT
- WCBNARTICLE, WCBNBESOIN, WCBNPARAM
- WDEPOTAPP
- WCBNEVOLUTION
- WNOMELIG, WNOMTET
- WORDREAUTO
- WPDRTET, WPDRLIG
- WPARAMFONCTION
- Temporary PM tables
- UPDRARTICLE
- WNOMECAS, WNOMEDEC
Search Priorities - Contents
Search priority enables you to define the elements you wish to search, whether an item, customer or supplier has priority, as well as name, code, etc.
Search priority overview
Available search priorities
Search priority for items
Creating item search priorities
Configuring item search mode
Defining specific search priorities
Using item search priorities
Customer/supplier search priority
Required settings
How to use search priorities
Item search by keywords
Required settings
How to use item search by keyword
Available Search Priorities
The search priorities proposed differ according to search type: item, customer or supplier.
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Item Search Priorities
Creating item search priorities
Back Office: Settings - Items - Search priority
This menu contains the following list of search priorities:
- For company settings: SOC code
- For every document type, a corresponding line uses the applicable search priority.
Company settings configuration example (SOC)
Priority 1: 2D barcodes
Priority 2: Barcodes
Priority 3: Item code
Priority 4: Supplier reference
Priority 5: Customer reference
Priority 6: Keyword
If necessary, use the [New] button to create a new item search priority.
Special case related to multi-referencing
Proposed priorities
Available in search priorities:
Items
Customers/Suppliers
Item code
YES
NO
Barcode/2D barcode
YES
NO
Supplier catalog
YES
NO
Customer reference
YES
NO
Supplier reference
YES
NO
Company reference
YES
NO
Serial number
YES
NO
Keyword
YES
NO
Italian fiscal code
NO
YES
Third-party code
NO
YES
CPF/CNPJ code
NO
YES
EAN code
NO
YES
External loyalty card number
NO
YES
E-mails
NO
YES
NAICS, TIN codes
NO
YES
Last name / First name / 2nd last name / 2nd
first name
NO
YES
Official document
NO
YES
C.R.N
NO
YES
Telephones
NO
YES
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The item search priority must have one or more of the following references as priorities:
- Supplier reference
- Customer reference
- Company reference
Configuring item search mode
Back Office: Administration - Company - Company settings
To configure the item search mode, open Commercial Management/Items and fill in the following fields.
- Item search by keyword
- Search priority for items
- Minimum length for search
Note!
Only the “Search priority for items” field is to be populated for multi-referencing.
Defining specific search priorities
By document type
Back Office: Settings - Documents - Documents/Type
Specific searches may be done for each document type in the Preferences tab. To do this, check the “Specific search priority” option and make your choice. Search priorities
must be entered beforehand (cf. paragraph Creating Search Priorities).
An exception can be managed for a store via the [Addition/ Per store addition] button, Preferences tab.
By store/subsidiary
Back Office: Basic data - Stores - Stores
Back Office: Basic data - Stores - Subsidiaries
- For stores not linked to a subsidiary: in the Miscellaneous tab of the store record, the "Specific search priority" option enables you to assign a specific search to a store.
- For stores linked to a subsidiary: if a store is associated to a subsidiary, you may access the "Specific search priority" option by enabling the same option in the subsidiary
record. This option is available in the Characteristics tab, and more specifically in the Settings section.
Using item search priorities
While entering documents
Applying search criteria is done in the following order:
- Exceptions for document type in the user’s affiliated store
- Document type settings
- User’s affiliated store
- Company settings
Elsewhere except document entry
In this case, applying search criteria is done in the following order:
- User’s affiliated store
- Company settings
Customer/Supplier Search Priority
Required settings
Creating third-party search priorities
Back Office: Settings - Customer (or Suppliers) - Search priorities
This command enables you to configure search priorities applicable to third-parties.
Configuring third-party search mode
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Back Office: Administration module - Company - Company settings
Go to Commercial management/Customer-Supplier, to configure the desired third-party search mode.
Defining customer search priorities by store
Back Office: Basic data - Stores - Stores
In the "Miscellaneous" tab off the store record, the "Specific search priority" option enables you to assign a specific search to a store.
How to use customer/supplier search priorities
Back Office: Basic data - Customers (or Suppliers) - Customers (or Suppliers)
The multi-criteria screen proposes the "Customer search" field or the "Supplier search" field for this search mode. When a search criterion has been met by at least one third-
party, the search will end and the results will be displayed. Note that criteria are all managed differently. All criteria must be completely entered, with the exception of the
"First Name" and "Last Name" fields, which allow partial searches. It is also recommended to put the name as a last priority. If a partial search on a criterion is done, use the
dedicated field available in the multi-criteria list.
Example:
To perform a partial search for a customer e-mail, use the “E-mail” field, available in the multi-criteria list (Additions tab), rather than the "Search for customer" field.
Specific case: Phone number search
A phone number may be used as a search priority. Nevertheless, settings must be configured beforehand in Company settings/Commercial management/Customers-Suppliers.
In the "Management of phone numbers" section, check the "Control of phone numbers" and enter the authorized special characters (spaces, +, etc.)
The "Automatic correction on entry" option enables you to correct unauthorized characters when quitting this field.
They will be replaced by the first character contained in the previous field (Authorized special characters).
Note that if the "Authorized special characters" field is empty, unauthorized characters will be replaced by 0. An exact search will be done on 3 customer telephone numbers.
If the telephone number returned has the exact syntax as entered, the customer record will be returned (and several customer records if there are duplicate numbers.) This
operates the same for suppliers.
Item Search by Keyword
The objective is to allow users to search for items on the basis of a field that is supplied with different keywords that are specific to each item. The search is based on a list of
specific keywords for each item. It is available when entering documents and in the multi-criteria item search function.
Remember, the search priority sequence is based on the following:
- In documents: it is based on the priorities defined in the document settings.
- Elsewhere: it is based on the priorities defined in company settings.
Please note!
If the search by keyword option is enabled, it must be defined as the last search priority for the group.
Required settings
Step 1: Creating item search priorities
Back Office: Settings - Items - Search priorities
The search by keyword must be the last search priority of the group.
Step 2: Enabling the search by keywords
In documents
Back Office: Settings - Documents - Documents/Type
For item searches carried out within a document, you need to define the search priorities on the Preferences tab in the document types:
For other elements
Back Office: Administration - Company - Company settings
Open Commercial management/Items, then check “Item search by keyword.” In the “Search priority for items” field, select the search priority created in step 1.
Step 3: Entering keywords in the item record
Back Office: Basic data - Items - Items
The “Keywords” field is provided in the “General” tab in the item record. They may contain up to 255 characters. Note that this field can be updated by the batch update and
import processes.
How to use the item search by keyword
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While entering documents
If a keyword search enables you to identify:
- a single item: this will be retrieved in the "Reference" entry field.
- several items: a multi-criteria screen proposes a list of various items. You can then refine your search or select the required item.
In multi-criteria screens
The "Search for item" field is included in the following multi-criteria functions:
- Items
- Item availability
- View inventory discrepancy lines
- View receipt lines
- View purchase and sales document lines
2D Barcodes - Contents
A 2D barcode (or 2-dimensional barcode) has a format with 2 dimensions.
The pictogram is built from small squares. The Yourcegid Retail application reads, generates and identifies 2D barcodes based on the QR code standard. Reading barcodes is
made possible with authorized hardware.
Note: 2D barcodes are not saved in item records as is the case with other barcodes (1D).
2D barcode Configuration
General settings
Configuring 2D barcodes
2D barcode test
Labels
Managing label formats
Miscellaneous
Item search with 2D barcodes
Configuring Honeywell MS7580 scanners
2D Barcode Configuration
General settings
Configuring company settings
Back Office: Administration - Company - Company settings
Open Commercial management / Items and enter the “2D barcode character set according to the elements here.
The standard selected must work with the 2D barcode readers used. See the Labels section for information on these standards.
Configuring stores
Back Office: Basic data - Stores - Stores
The “2D barcodes for labels" option (Store record > Additions tab) allows you to print barcode pictograms using the selected settings.
Access rights management
Back-Office: Administration - Users and access - Access right management
You must authorize access to the 2D barcode settings option using the Settings menu (105): Items / Barcodes / 2D Barcodes.
2D barcode configuration
Back Office: Settings - Items - Barcodes / 2D Barcodes
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The 2D barcode is composed of information characterizing the item. Your selection can concern information related to dimensions (color, size, etc.) linked to values in the
user-defined tables or item categories.
Use the [New] button. Each 2D barcode format contains:
- a code and label
- a prefix
- maximum length of 255 characters
- usage priority
Barcodes a built from fields transferred to the grid on the right of the structure. The first barcode field is the prefix defined in the header. The order of fields in the grid
determines the order in barcodes. Settings must include at least one search field.
Attention!
Any modification to 2D barcode settings must be done with care, because the labels issuing from them will no longer function, i.e. Identify the associated item.
Available fields
All data in item records will be available, except the notepad. The following variables are available:
- $$_IDSERIE: Allows you to determine the location of serial numbers in barcodes.
- $$_CONSTANTE: Allows you to insert a fixed character string into barcodes (e.g. separation character). They can be included several times. In this case, the [Constant]
button enables access to the desired value.
Enter the length of each field to be printed. You need to take care that the field length does not exceed the barcode length.
The [Field format] button enables you to determine :
- separators and decimal places (numerical fields)
- date format (DDMMYYYY, DDMMYY, etc.--- date fields)
Search criteria
2D barcodes may be selected from item search criteria.
Use the [Search criteria] button to designate a field as a search criteria. When you designate fields as search criteria, they will be used to search items. In other words,
when scanning items via 2D barcodes, the fields checked as search criteria enable the item to be found. Fields designated as search criteria must keep their original length to
properly identify separate items.
Attention!
2D barcodes missing item identifiers or barcodes cannot be used in standalone mode. When these elements are missing, a message stating that the barcode cannot be used in
standalone mode will be displayed.
Information recovery
The “Recovery” and “Field recovery” options may be accessed via the [Information recovery] button. They are to be used if you wish to recover (and save) 2D barcode
information from document lines. You can populate the following fields on document lines:
- Item catalog reference: GL_REFCATALOGUE field (35 characters)
- Line barcodes : GL_REFARTBARRE (18 characters)
- External line reference: GL_REFEXTERNE (40 characters)
Document line fields may be used only once, and the number of fields populated may not exceed 3.
The number of characters copied to document line fields is limited to the length of these fields.
If 2D barcodes are generated via an application other than Yourcegid Retail and you wish to recover barcode information from a document (e.g. serial numbers), you can
associate the barcode to one of the document fields via the $$_CONSTANTE variable.
2D barcode tests and decoding
Back Office : Settings - Items - Barcodes / 2D Barcodes
Decoding 2D barcodes
Open a barcode record.
The [2D barcode test] button enables you to verify barcode structure elements. When the “Barcode test” window opens, select the item to be tested in the “Item” field.
Next, click the [2D barcode calculation] button. The “2D barcode” field will display the data making up the item 2D barcode.
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The button allows you to copy the barcode data to the clipboard.
Decoding 2D barcodes
The [Decoding 2D barcodes] button decodes a 2D barcode from the multi-criteria list. This option breaks down barcodes as follows:
- corresponding settings used
- list of fields and values in the information field
Label Format Management
A label template compatible with 2D barcodes is supplied and is called: Standard label w/ 2D barcode When printing labels, the 2D barcodes are generated from the settings
for 2D barcodes linked to the store.
Pictogram format
Access: Report generator
You need to select a compatible format in the generator, according to the number of encoded characters in the barcode. All formats starting with QR Code, concern 2D
barcodes in this format -- QR Code-XXY-ZZZ with:
- XX represents the QR Code version: 03, 06, 11, 18 and 25
- Y represents the level of error correction, including: M (Medium) et H (High)
- ZZZ represents the module size, including: 050 (~0,5mm) and 100 (~1mm)
If the number of barcode characters in the printout is not compatible with the number of characters to encode, a message will be generated containing a CBP 00667 exception.
Format Chart
The number of characters contained in the pictogram depends on the 2D barcode character set for the size’s level of quality.
UTF - 8 - BON character set for 2D barcodes
2D barcode character set based on ISO-8859-1
Examples:
For a UTF - 8 - BON character set, version 11, high-quality is 67 characters.
For an ISO-8859-1 character set, version 18, medium-quality is 248 characters.
Notes:
- 2D barcodes may be used provided that three squares have been printed on the label.
Max octets / worst case
number
ECC M
ECC H
Version 03
39o / 19c
21o / 10c
Version 06
103o / 51c
55o / 27c
Version 11
248o / 124c
134o / 67c
Version 18
557o / 278c
307o / 153c
Version 25
1270 / 635c
712o / 356c
Max octets / worst case
number
ECC M
ECC H
Version 03
39o / 39c
21o / 21c
Version 06
103o / 103c
55o / 55c
Version 11
248o / 248c
134o / 134c
Version 18
557o / 557c
307o / 307c
Version 25
1270 / 1270c
712o / 712c
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- If the “2D barcode for labels" is not set in the “Additions” tab, the pictogram will not be printed on the label.
Searching Items with 2D Barcodes
Back Office: Settings - Items - Search priorities
The “2D barcode” option is available in item search priorities.
When a search priority has been set with “2D barcode”, the barcode content search will be done as follows:
- Step 1: Evaluate each barcode content structure according to priority.
- Step 2: Use the first structure with a barcode length the same as the size of the search value. The prefix must match the initial characters in the value.
- Step 3: When the barcode structure has been found, extract the various item or serial number fields from the contents.
- Step 4: Search the items with the field values which were selected as search criteria when determining barcode contents.
Item searches are done according to the user’s store search priority. For more information, see Search Priorities.
Configuring Honeywell MS7580 Scanners
Please see Metrologic manufacturer’s documentation: METROLOGIC "MetroSelect Configuration Guide".
Configuration procedure for use in Yourcegid Retail
Enter configuration mode - page E1
Activate the “carriage return” suffix (CR) - page E15
Disable the “Insert new line” suffix (LF) - page E15
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Quit configuration mode - page E1
The scanner is now configured.
Inventory Count Management - Contents
Back Office: Inventory - Conduct inventory
Front Office: Management - Conduct inventory
The process of conducting an inventory count can be broken down into several stages:
- A preparatory phase (beginning of the inventory count)
- A download from a portable inventory terminal
- A physical inventory count
- A report on the discrepancies between the physical inventory and the computerized inventory
- An update of the computerized inventory
- An inventory count completion phase (deletion of the physical inventory count)
The time it takes to complete a full inventory count cycle can vary considerably depending on how the company is organized. In addition, none of the stages in the inventory
count cycle should prevent the IT system from carrying out day-to-day management tasks. An inventory count can be conducted for all or just some of a store’s inventory, and
it must be possible to select the items to be inventoried. Moreover, it must be possible to conduct several inventory counts at the same time, for the same store, but different
items. All the inventory updates resulting from an inventory count must be clearly identified to ensure maximum traceability.
A special type of document called “Inventory discrepancies” allows you to record inventory adjustments.
General settings
Defining company settings
Defining default values
Dissociating documents of positive and negative inventory discrepancies
Defining Portable Inventory Terminal (PIT) settings
Associated access rights
Menu 26 – Concepts
Menu 103 – Inventory
Menu 108 – Management
Menu 113 – Follow up actions
Prerequisites common to inventory counts conducted with or without a Portable Inventory Terminal
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Step 1: Check inventory counts awaiting validation
Step 2: Delete old inventory count lists
Step 3: Generate an inventory preparatory list
Step 4: Edit a preparatory list
Manual inventory counts conducted without a Portable Inventory Terminal
Entering/Changing inventoried quantities
Actions performable on the inventory count entry and change screen
Inventory counts conducted with a Portable Inventory Terminal
Downloading the result of an inventory count
Various PIT types
Characteristics of the Colombus Retail inventory terminal
Modifying a transmission
Viewing and correcting errors
Integrating an inventory count file
Entering/Changing inventoried quantities after integration
Inventory counts conducted with an optical reader (hand-held scanner)
Input procedure
Inventory counts conducted by integrating an inventory counter file
File format
Defining data recovery settings
Integrating an inventory counter file
Reverse inventory counts
Generating an inventory preparatory list
Validating an inventory count
Inventory count result
Editing inventory count discrepancies and inventory valuations
Validating an inventory count
Canceling an inventory count validation
Deleting an inventory count list
Splitting an inventory count list
Dividing an inventory list
Inventory counts by areas
Defining areas for the inventory count list
Conducting an inventory by areas
Inventory count entry excluding download
Validation of the inventory
Pre-validation by store
Pre-validation by store: Principle
Inventory counts for specific items
Inventory counts for bills of materials
Inventory counts for items with serial numbers
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Inventory count for items managed by batch
General Settings for Inventory Count
Defining company settings
Back Office: Administration - Company - Company settings
Commercial management - Inventory
Specify the settings described in the Conduct inventory section.
Commercial management - Default settings
You have to specify here a third-party for inventory discrepancies. This setting is essential to validate inventories: it assigns inventory count discrepancies to a (fictitious)
third-party. Go to Commercial management/Default settings and populate the Third-party for inventory discrepancies. Note that you can also create this third-party by the
means of the [New ] button, or in the Basic data module - Customers - Customers.
Defining default values
Back Office: Inventory - Conduct inventory - Settings for inventories
You can set default values for some inventory count information, and you can also ensure that said information cannot be modified by certain user groups. Note that an access
right may prohibit the use of this feature (refer to Access Right Management). These settings relating to inventory lists, manual transmissions, as well as to the inventory
validation and the end of inventory, are organized by tabs.
How it works
The columns mean the following:
Search levels for the settings
Dissociate documents of positive and negative inventory discrepancies
Back Office: Administration - Users and access - Access right management
If discrepancies are detected when validating an inventory count, an inventory count discrepancy document grouping these discrepancies together is generated. It is then
possible to split this document in order to dissociate positive and negative inventory discrepancies. This option is subject to an access right. Click here for further information.
Defining Portable Inventory Terminal (PIT) settings
Defining the terminal type
Back Office: Administration - Company - Company settings
To configure the PIT model to use by default, go to Commercial management/External connections.
- If a specific model is used by a store, you can enter the settings for the terminal in the store’s record (refer to paragraph “Configuring the store’s terminal’ hereafter.)
- If there are no settings defined for the store, the information used by default is the data defined in the company settings.
Configuring the store’s terminal
Fields
Description
Propose a value
- Option not ticked: the default value is recovered, options “By default” and
“Modifiable” cannot be accessed.
- Option ticked: the value specified in the next column “By default” will be
recovered and may be modifiable, if you want.
Modifiable
This field is grayed out for non-modifiable values.
Search level
Description
Subsidiary
A search for the screen settings is carried out for the subsidiary of the inventoried
store. If these settings exist, they are retrieved in full.
This button, available in the subsidiary record, enables you to define the
inventory settings.
Company
If no record exists for the subsidiary, the settings are searched for at company
level. The “Settings for inventories” command allow you to define the settings at
company level
It can also be accessed via the button on the screens used for generating and
validating an inventory count list.
Program
If no record exists for the company, the default values are retrieved.
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Back Office: Basic data - Stores - Stores
There is an option in the store record that allows you to specify that the store in question uses a PIT different from the one indicated in the company settings.
This option can be accessed via the [Additional information/Settings for portable inventory input terminal] button. The Inventory setup by store window displays; you
can then define the store’s own options.
Please note!
If the setup by store is not available, the information in the company settings will continue to be used by default.
Moreover, you can configure a terminal that is not supported by CEGID, either in the company settings or in the store record. Two items of information are requested:
- The command line to be executed in order to download the PIT file to the workstation.
- The name of the file generated, so that it can be integrated. The settings for the file contents can be adapted in Back Office, via the Inventory module - Conduct inventory -
Transmitted inventories/File format settings.
Access Rights for the Conduct Inventory Module
Back Office: Administration - Users and access - Access right management
Menu 26 – Concepts
Accounting - Accounting closure - Non validated inventory prior to the closure date
Inventories must all be validated (or deleted) at accounting closure. Otherwise, a non-blocking message will be displayed during the closure. Moreover, when an inventory is
being validated, and if the validation is done for an inventory date prior to the closure date, the control will apply too; this action will be logged to the event log. This access
right authorizes or not the user to override this control.
If the user is granted authorization, he can carry out the closure despite non validated inventories. However, the following message will be displayed to alert the user about the
existence of a non validated inventory list at a prior date. "Inventories prior to the closing date are not validated on store XX. Do you still want to perform a closure on this
store?"
If this right is denied, the user must validate or delete the inventories in progress in order to carry out an accounting closure. The following blocking message will be displayed
to alert the user about the existence of a non validated inventory list at a prior date. "Closure not possible on store XX."
Conduct inventory - Modify transmissions
This access right authorizes or prohibits the deletion of the transmissions downloaded from the portable inventory terminal (PIT).
If the user is granted authorization, he can modify the list downloaded from the terminal.
If this right is denied, no modification is possible. The list from the inventory terminal will be kept.
Conduct inventory - Change inventories
After having generated the list of items to count, the list can be modified by specifying the quantities actually counted in order to update the stocks. This access right
authorizes or not the user to modify this list.
If the user is granted authorization, he can modify the inventoried quantities in column "Inventory result".
If this right is denied, no modification is possible; the list can only be viewed..
Conduct inventory - Authorize negative quantities
After having generated the list of items to count, the list can be modified by specifying the quantities actually counted. By default, negative quantities are allowed. This access
right authorizes or not the user to enter a negative quantity.
If the user is granted authorization, he can enter negative quantities in column "Inventory result" by inserting the negative sign (-) just before the quantity.
If the right is denied, as soon as the negative sign (-) is inserted before a quantity, it will be deleted automatically, showing therefore a positive quantity.
Conduct inventory - Override the limitation for integrating transmissions
This access right limits the integrations to authorized users only, in the Transmitted inventories/integration feature
- If the user is granted authorization, he can modify the list of users in the Standards tab.
- If the right is denied, the list of users is limited to the connected user.
Conduct inventory - Copy computerized inventory on inventoried stock
When entering or modifying an inventory, data from the "Computerized inventory" column can be copied to the "Inventory result" column on all lines not entered yet. This
access right authorizes or not the user to perform this operation.
- If the user is granted authorization, he can use the [Copy inventory] button.
- If the right is denied, the button is not accessible and the computerized inventory cannot be copied.
Conduct inventory - Dissociate documents of positive and negative inventory discrepancies
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If discrepancies are found when an inventory is validated, the system generates a document about these discrepancies. It is then possible to split this document in order to
dissociate positive and negative inventory discrepancies. This access right authorizes or prohibits the generation a document dissociating negative and positive discrepancies.
- If authorization is granted, a discrepancy document will be generated for positive inventory discrepancies and another one for negative inventory discrepancies.
- If the right is denied only one document is generated with both positive and negative inventory discrepancies.
Conduct inventory - Deleting transmissions
This access right authorizes or prohibits the deletion of the transmissions downloaded from the terminal.
- If the user is granted authorization, he can delete the list downloaded from the terminal by the means of the [Delete] button.
- If the right is denied, the button is not accessible and the deletion of the list is not possible.
Conduct inventory - Authorize inventory lists to be divided
This feature consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory
validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list. This access right authorizes or not the user
to split inventory lists.
- If the user is granted authorization, he can use this button to split the list into several parts.
- If the right is denied, and the user tries to use the [Divide an inventory list] button, a message will inform the user that he is not authorized to perform this operation.
Conduct inventory - Change the status of the inventory list
This concept is linked to the “Pre-validation by store” feature, where it is possible to set the status of an inventory list from “Pre-validated by the store” to “In progress”. So,
this access right authorizes or not the user to change the status of the inventory list in the Back-Office. In the Front-Office, this button will still remain grayed out.
Menu 103 – Inventory
Query/Discrepancies of inventories
This access right authorizes or not the user to view the list of the generated inventory discrepancy lines.
Conduct inventory
This access right authorizes or not the user to access the following features in the Back-Office:
- Beginning of inventory
- Inventory by areas
- Transmitted inventories
- Entry/Change inventory
- Display valuations
- Reports
- Pre-validation by store
- Validation
- Cancel validation
- Generated inventory discrepancies
- End of inventory
- Settings for inventories
Menu 108 – Management
Conduct inventory
This access right authorizes or not the user to access the following features in the Front Office:
- Beginning of inventory
- Inventory by areas
- Transmitted inventories
- Entry/Change inventory
- Display valuations
- Inventory report
- Pre-validation by store
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- Validation
- Generated inventory discrepancies
- End of inventory
Menu 113 – Follow up actions
Inventory/Physical inventory
The follow-up of actions is used to track the various operations and manipulations performed by employees, concerning features related to inventory counts. The following
actions may be tracked:
- Transmitted inventory integration
- Inventory list validation
- Inventory abortion
- Cancel integrations
- Variance on serial number
Once the actions you want to follow up are defined, they may be viewed in the Event log (see Event Log.)
Prerequisites Common to Inventory Counts Conducted with or without a
Portable Inventory Terminal
Step 1: Check inventory counts awaiting validation
Back Office: Inventory - Conduct inventory - Validation
Front Office: Management - Conduct inventory - Validation
Before you conduct an inventory, you should ensure that there are no inventory count lists awaiting validation. The list of inventory counts awaiting validation must be empty.
Indeed, an item cannot be included on 2 different lists. You must therefore ensure that none of the lists of items to be inventoried are awaiting validation.
Step 2: Delete old inventory count lists
Back Office: Inventory - Conduct inventory - End of inventory
Front Office: Management - Conduct inventory - End of inventory
When the “Inventory closing wizard” screen displays, select the stores concerned, and enable the deletion of inventory lists and transmitted inventories. Click the [Run]
button, and confirm the following message: “Transmitted lists and inventories will be deleted for all stores selected.” Once the process is complete, click on OK.
Step 3: Generate a preparatory list
Click here for this step.
Step 4: Edit a preparatory list
The preparatory list can be printed on a desktop printer, or on a register printer in the stores.
On a desktop printer
Back Office: Inventory -Conduct inventory - Beginning of inventory/Edit preparatory list
Front Office: Management - Conduct inventory - Beginning of inventory/Edit preparatory list
Although this not mandatory, it is necessary for manual inventories to print a list of the items to be inventoried that will be provided to the operators conducting the inventory.
This report indicates the item description (reference, description, dimensions, etc.) and the computerized inventory, and provides a blank space for the operator to indicate the
quantity counted. Care should be taken with the sort criteria and page breaks in order to facilitate the work of the operators and to minimize the risk of errors. This report is
only necessary for manual inventory counts. On the Print preparatory list screen, perform the following operations:
- On the Criteria and Addition tab, select your desired criteria.
- On the Groupings tab, specify the order in which you want to sort the report.
For example, if you want to sort by supplier and then by category, select Supplier in grouping 1 and then Category in grouping 2.
- The Page layout tab allows you to specify the printing criteria.
Once the criteria have been entered, click on this button to start printing.
On a register printer
Front Office: Management - Conduct inventory - Inventory report/Inventory list in receipt format
The list can display the computerized inventory, the inventoried stock or the inventory discrepancies. If the user is authorized to view purchase prices, the valued inventory
can also be shown. The receipt format print template can be customized via the Page layout tab.
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Use this button to start printing the inventory list on a register printer.
Generating an Inventory Preparatory List
Generating a list
Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list
Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list
This step is mandatory to conduct an inventory. The following operations must be performed:
Specifying the list of items to be inventoried.
An inventory count can be conducted on all or just some of a store’s inventory. For a partial inventory count, the multi-criteria selection screen for items allows you to create
the exact list of items to be inventoried. If the first list is incomplete, you can generate other lists for the same store to include the missing items. However, an item that
already belongs to a list for a given store and warehouse cannot be inserted into a second list. Only items that have not yet been selected can be used. The contents of these
lists are very important, as they make up the database of items that will be processed when conducting the inventory count. The computerized inventory will be reset to zero
for all items on these lists for which no units were inventoried.
Generating a snapshot of the computerized inventory
The IT system preserves a snapshot of the inventory for each of the items selected, so that other departments in the company can keep working while the inventory count is
being conducted. This inventory snapshot corresponds to the reference inventory for the inventory count, and will serve as the basis for calculating the inventory count
discrepancies.
The reference stock level, which is stored in an inventory count list, reflects the inventory situation at time T, except in the case of an inventory conducted on a different date,
the stock level corresponds to the inventory of the inventory count date in the morning. Generating an inventory count list allows you to select the store and warehouse on
which the inventory count is to be conducted, in addition to the items to be inventoried.
Close-up of the Inventory preparatory list screen
Back Office: Inventory - Conduct inventory - Beginning of inventory/Generate a list
Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list
Settings
Selection criteria
Item selection
Fields
Description
Title
Title describing the list, for example "Montaigne inventory count January 2018"
List code prefix
The list code prefix is inserted automatically.
Salesperson
Select the salesperson associated with the list. This field is optional.
Inventory date
The current date is suggested by default. The inventory taken into account reflects
the inventory situation at a given moment. The list can be created at an earlier or
later date. The inventory taken into account will always be the one from the
morning. If the list is created on an earlier date, the inventory will be recalculated
based on the list date.
Fields
Description
Subsidiary/Store/Warehouse
The list can be generated in the following ways:
- For a single store. If the multi-warehouse mode is in use, you can select one or
more warehouses to inventory.
- For several stores at once. If the multi-warehouse mode is in use, all
warehouses must be included in the inventory count. It is not possible to
generate an inventory count list for stores that belong to different subsidiaries.
Total inventory
This option allows you to generate an inventory count list for all the items. If
the option is not ticked, select the items to count from the “Item selection.”
- Total inventory: Is used if you need to create a single and unique list of all the
items in the inventory on the day of the inventory count. In this case,
inventoried items not included on the list are considered non-existent (inventory
at zero).
- Partial inventory: is used if you need to inventory some of the items. You can
create several lists. References not included on the list are rejected.
Load the price lists
This option retrieves the purchase price lists for the relevant items so that the
inventory count can be valued using the price lists rather than the fixed prices
of the items.
Distinct lists per supplier
This option allows you to generate an inventory count list for each supplier of
the selected items.
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Your item selection criteria are not deleted after you create the inventory count list; this means that you can validate several inventory count lists using the same item
selection.
Example:
- Creation of an inventory count list with items from a supplier for store 101.
- The store is changed and the list is validated; the item selection criteria are retained.
Note that an item cannot be included in 2 different lists. You must therefore ensure that none of the lists of items to be inventoried are awaiting validation.
Accounting of inventory areas
This section is used to carry out inventory counts by areas (see Inventory by Area.)
Optimization
It is recommended that you leave the two optimization checkboxes selected, so as not to slow down the inventory count processes:
- List with transferred items only: Option checked by default. It allows you to limit the items on the list, by ensuring that only items that have already been transferred to the
relevant store are included. If you want to conduct an inventory of all the items in the database, you will need to uncheck this option.
- List limited to items with non void inventory: This option allows you to create a list containing only items with a positive or negative inventory. Any items with zero
inventory will not be included in the list. It is recommended that you use this option when carrying out a total inventory count. Option not visible, if the “Management of
consigned items’ company setting is checked.
Once you have made your selection, click on the validate button. The following message displays: “Create the inventory list at a given time” Click Yes to start generating the
list. Once the list has been generated, a message displays specifying the number of lists generated and the number of items inserted. Then click OK: A summary of the
generated list displays in the “Generation report” pane of the screen.
Please note, when creating an inventory count list, a message will appear if there are any delivery or transfer notices that have not yet been validated.
Actions performable on the Inventory preparatory list screen
Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list
Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list
Scheduling an inventory list
This button allows you to define the settings of the inventory count list scheduling process.
Viewing the settings for inventory screens
This button gives access to the default settings used to create an inventory list. For further information about settings for inventory lists, please refer to Defining Default
Values.
How to manage concurrent inventory lists
If two operators with the same login try to create inventory list for a selection of items, there will be a conflict. This conflict will be handled as follows:
A message will ask the user if he wants to proceed. If he answers:
- NO: The list will not be created
- YES: The list will be created and traced in the event log.
Manual Inventory Counts Conducted without a Portable Inventory Terminal
Back Office: Inventory - Conduct inventory - Enter/change inventory
Front Office: Management - Conduct inventory - Enter/change inventory
Before you can perform the following operations, first complete the steps described in section “Prerequisites Common to Inventory Counts Conducted with or without a
Portable Inventory Terminal”. Once these steps completed, the manual inventory count allows you to enter or modify the inventoried quantities before you validate the
inventory count. You can enter the quantity inventoried and therefore calculate the inventory count discrepancies between this quantity and the theoretical inventory. Using
the preparatory report which has been carefully filled in by the operators and the inventory count list which was generated at the beginning of the inventory count, the
inventory manager enters the inventoried quantities for each single and dimensioned item.
Fields
Description
Item selection
The “Total inventory” checkbox is selected by default. If you perform a partial
inventory, uncheck this option and use the [Item selection] button to select the
relevant items to count.
Selection of
transmissions
This button allows you to select a transmitted inventory. This option is especially
used for reversed inventories.
Deletion of the selection
This button allows the deletion of the selections made previously.
Use of an item list
You can carry out an inventory count on an item list. If you forget an item in the
item list, you can add it afterwards (see Item Lists.)
Cycle counting
Please refer to topic Cycle counting.
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Entering/Changing inventoried quantities
Just remind: it possible to hide the notion of Physical inventory in the inventory list. To do so, tick the “Blind entry - inventory” option (refer to chapter Defining Company
Settings). In column “Inventory result”, enter the quantities actually counted during the inventory; for every entry a green checkmark displays on the left next to the line
concerned. Changes will be saved when you validate, but it is possible to exit and return to this entry screen as many times as necessary. Note that you must populate all the
lines. You will not be able to validate the inventory count until each line displays a green checkmark in Column “Entered”.
Please note!
To begin with, all the inventoried quantities are set to zero.
If the computerized inventory is negative, the inventory result will be forced to zero.
You can validate the inventory if all lines are marked entered.
Input procedure
1. The multi-criteria selection screen displays all of the lists generated.
2. Double click the list of your choice to open the item list.
The “Enter Inventory” screen displays.
Each single or dimensioned item is displayed on a line.
Its quantity in stock is specified in the “Computerized inventory” column.
3. Complete each line, entering the inventoried quantity in the “Inventory result” column.
4. After each entry is made:
- The discrepancy between the computerized inventory and the inventory result is updated.
- A green checkmark to the left of the line indicates that the inventoried quantity has been entered.
Actions performable on the inventory count entry and change screen
Double-click the item line of your choice to display the “Enter inventory” screen. The actions you may perform on this screen are listed hereafter.
Mark line as entered
In order to validate an inventoried quantity of zero for an item whose computerized quantity is not null, you must select this button, option [Mark line as entered].
Copy the data of a column
This button allows you to copy data from the Computerized inventory column to the Inventory result column for all the lines that have not yet been entered. If you click
this button again, it will reset the inventory result.
This function saves time for operators having to enter a quantity for each line. They only need to modify the lines for which the inventory count identified a discrepancy.
For inventory counts performed with a portable inventory terminal, this enables reintegrating a transmission without cumulating inventories quantities.
Example:
An inventory counter file has been integrated, but this file has some errors.
If you integrate another file to replace the first one, and if you do not reset the quantities before this second integration, the quantities in the second file will be added to those
of the first.
Display the detail of prices for an item
The {Detail of prices] button allows you to display the detail of prices for the item.
Search in a list
This button allows you to search for an element in the list.
Add/Remove items
Two buttons allow you to add or remove an item from the list.
Inventory flash query
This button display the inventory flash of the SKU on which the cursor is positioned, in the store of the inventory count.
Perform additional actions
This button allow you to:
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- View the detail of prices
- Update the prices linked to warehouses, items, and/or the price list field.
- Mark lines as entered or not entered
- Access the settings for inventory list
- Update column Computerized inventory
- Display the detail of serial numbers
This button allow you to:
- Show the item
- View the item transmissions
- Go to the first blank line
- Go to the first negative listed line
Inventory Counts Conducted with a Portable Inventory Terminal
Before you can perform the following operations, first complete the steps described in section “Prerequisites Common to Inventory Counts Conducted with or without a
Portable Inventory Terminal”.
Downloading the result of an inventory count
Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission
Front Office: Management - Conduct inventory - Transmitted inventories/PIT transmission
The operators count the quantities of each item in stock using the portable inventory terminal (PIT.) When the PIT storage limit has been reached, or when they have finished
their work, the operators download the data entered on the PIT to the IT system. More than one transmission can be made during the course of one inventory count. Each
transmission is made using the PC, located in the store via a cable that connects the PIT to one of the computer’s serial ports. After the references have been counted using the
terminal, open the PIT transmission command. The Transmission screen displays: Select the warehouse concerned and enter the transmission title. The selected warehouse
will only be used, if the warehouse is not specified in the terminal.
Please note!
The selection of the warehouse is not used as a filter. If you select Lyon and the terminal contains the code for the Marseille store, you will get a transmission for Marseille.
If a transmission title has been entered, it will be indicated in the transmission. If not, the field will be initialized with the value “RECUP”.
Click the [Configuration display] button, and then verify the PIT type used, and the serial port that it is connected to. This configuration is saved per store and can be
modified directly in the store record.
Click this button to download the inventory count data from the terminal. This places the PC on standby for the transmission. The download must then be launched from
the terminal. The barcode list scrolls down until it reaches the message “End of communications.” Check that the message does not indicate any error in the barcode list
(unknown barcodes, etc.), then click the [Close] button.
Note that generic items are blocked at PIT download.
You can print a report when the PIT transmission is complete. A CEGID report is supplied and configured by default. You can, however, print other reports using the
[Configuration display ] button and the Report field.
Various PIT types
Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission
Front Office: Management - Conduct inventory - Transmitted inventories/PIT transmission
Click the [Configuration display] button and select the PIT type.
PIT
Description
Symbol
Is used to connect the MC1000 and MC3000 devices.
Texlon and Telxon (former
protocol)
Is used to connect a Texlon terminal; this device is no longer sold by Cegid.
Colombus Retail PIT
Is used to configure the link with a Colombus terminal. The download principle is
described in detail in the Characteristics of the Colombus Retail inventory terminal.
The retrieved file will have a fixed name and will be available in a given directory
in the expected format as described in the following chapter.
Colombus Retail Symbol PIT
This pre-populates the command line with default values. The PIT file created by
the utility is located in "C:\ProgramData\CEGID\TPI\". When the file is integrated,
it is saved to the “SAV” sub-directory.
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Characteristics of the Colombus Retail inventory terminal
Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission
Front- Office: Management - Conduct inventory - Transmitted inventories/PIT transmission
Download principle
An executable file called “DechargementSymbol.exe” is automatically downloaded onto all workstations of the stores. Populate the command line in Yourcegid Retail Y2
(PIT settings) as follows:
DechargementSymbol.exe /OUT:FileName [/COM:COMPortNumber] [/BAUD:BaudRate] [/DATA:DataBits] [/STOP:StopBits] [/PARITY:Parity] [/TIMEOUT:TimeOut]
[/LOG:LogFileName]
With the following settings:
- COM Port Number: Numeric value from 1 to 99. DEFAULT = 1
- Baud Rate: 2400, 4800, 9600, 19200, 38400, 57600, 115200. DEFAULT = 38400
- Data bits: Numeric value from 5 to 8. DEFAULT = 8
- Stop bits: 1, 2. DEFAULT = 1
- Parity: NONE, EVEN, ODD. DEFAULT = NONE
- Time Out: time out in seconds. From 0 to 100. 0 means waiting infinitely. DEFAULT = 10.
Expected format for integration with a Colombus Retail terminal
Main header record
External terminal
Uses the CAPM import with INV settings.
PIT (Handy terminal)
Is used to integrated a file from the Handy Terminal The line format (reading from
left to right, comma as separator) of the expected file is as follows:
- 1st field: Different from 0, otherwise the record is rejected
- 4th field: Store code + Warehouse code
- 6th field: Operator code
- 7th field: Location
-8th field: Transfer number
- 9th field: Barcode on 20 characters + Serial number (without using Cegid’s
management features of serial numbers.)
-10Th field: Quantity
PIT specific 01
Is used to integrate a file from an external tool: The line format (reading from left to
right) of the expected file is as follows:
- 3 characters: Warehouse code
- 15 characters: User code
- 15 characters: Location code
- 14 characters: Barcode
- 5 characters: Quantity
PIT specific 02
Is used to integrate a file from an external tool: The line format (reading from left to
right) of the expected file is as follows:
- 3 characters: Warehouse code
- 15 characters: User code
- 15 characters: Location code
- 16 characters: Barcode
- 3 characters: Quantity
Field
Start
Length
Type:
Value/Format
Record type
1
1
Alpha/Num
H
Number of areas
19
4
Num
0000
Number of lines for barcode
24
6
Num
000000
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Area header record
Barcode line record
Just remind: All documents with barcode entry can be supplied via the terminal download.
Modifying a transmission
Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query
Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query
Once the transmission is complete, you can view or modify the transmission. Note that it is possible to modify a transmission as long as it has not been integrated. To do so,
click on the transmission concerned, modify the lines, and then validate.
Entering item codes in transmissions:
You can enter an item code in the barcode field on the Transmitted inventory screen. When you exit the cell:
- If the barcode is not found, the application will search for a generic item.
- If this search is successful, the dimension window opens to allow you to select the item sizes/colors.
This method does away with the need to use the multi-criteria selection screen.
Canceling a transmission
Once a transmission has been integrated into a list, it can no longer be modified. But it is possible to unflag a transmission, so that it can be reintegrated if necessary. You can
only unflag transmissions that have already been integrated. To display them, tick the Integrated transmission option in the Standards tab. When you open one of these
transmissions and see “Query only”, you know that the transmission has already been integrated.
To unflag the transmission, just click the [Cancel transmission] button.
Creating or deleting a transmission
It is also possible to create a transmission manually by clicking on the [New] button, and then scanning the item barcodes using a hand-held scanner.
The [Delete] button fully deletes a transmission.
Viewing and correcting errors
Back Office: Inventory - Conduct inventory - Transmitted inventories/Correct incorrect BC
Front Office: Management - Conduct inventory - Transmitted inventories/Correct incorrect BC
This feature allows you to speed up the process of correcting invalid barcodes in inventory count transmissions. The screen for managing wrong barcodes displays all errors
for all store, so that you can process all of these errors in one go. Errors are corrected by validating the relevant line: a screen will appear so that you can assign the scanned
barcode to an item in the database. The following information is displayed:
- The scanned, invalid barcode
- The selected item code
Date of inventory
31
6
Num
000000
Field
Start
Length
Type:
Value/Format
Record type
1
1
Alpha/Num
E
Terminal current date
13
10
Date
dd/mm/yy
Terminal time format
24
8
Time format
hh:mm:ss
Number of lines per area
33
6
Num
000000
Number of units per area
40
6
Num
000000
Area number
47
8
Alpha/Num
Store code
58
8
Alpha/Num
Field
Start
Length
Type:
Value/Format
Record type
1
1
Alpha/Num
L
Gencode
5
13
Alpha/Num
Inventoried quantity on area
38
6
Num
000000
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- The item description
- The display of dimensions
On this entry screen, the “Memory” setting allows you to store the relevant information. The Headquarters thus constitute a memory of errors that can be preserved from one
inventory count session to another.
The [Apply the item to memory] memorizes the correspondence of this barcode with the given item code.
This button enables you to start the correction process for the selected lines. The invalid barcodes with a correspondence are corrected automatically.
General remarks
- An error message is displayed when a non-validated transmission is opened, if it contains unknown barcodes.
- A warning message is displayed when integrating a transmission, if this transmission contains unknown barcodes.
- Unknown barcodes in transmissions are given the item reference “Error” to make them easier to find.
- Items that are not managed in stock are included, but are considered as invalid barcodes.
Integrating an inventory count file
Back Office: Inventory - Conduct inventory - Transmitted inventories - Integration
Front Office: Management - Conduct inventory - Transmitted inventories - Integration
This features enables you to integrate an inventory transmission with a list. Select the downloaded file in question, then validate to launch integration: This integration process
will update the inventoried quantities in the list that was generated when the inventory count was started. At this stage, it is still possible to modify the inventory count. You
can do this by going to the Enter/Change Inventory. Depending on the inventory terminals used, the barcodes may or may not be merged (several lines of the same barcode
with a quantity of 1). The aim is to group together the same barcodes when transmitting information from the terminal to Yourcegid Retail (using an option in the transmission
settings). This option is called: Group identical barcodes.
Integrating a line without a barcode
You can integrate a new line by entering the barcode or by using the item code (in the event a barcode has been corrected in the database).
Integrating the transmission from an inventory terminal
During integration, if an item is not included on the list, the method of searching for the relevant quantity in stock is as follows: for a total inventory count list -> inventory
forced to 0; otherwise a transmission with non-integrated items is created.
Entering/Changing inventoried quantities after integration
Back Office: Inventory - Conduct inventory - Enter/change inventory
Front Office: Management - Conduct inventory - Enter/change inventory
The entry and change procedure is described in detail in chapter Entering/Changing Inventoried Quantities.
Inventory Counts Conducted with an Optical Reader (Hand-held Scanner)
Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query
Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query
This feature enables you enter all or part of the inventory count using a hand-held register scanner or a hand-held wireless scanner.
Input procedure
In order to do this, click on [New] button to create a new transmission. An entry window will open in which you should enter the following information:
- The store for which the inventory count is being conducted. A transmission number will be input automatically after you have made your selection.
- The location (optional)
- The inventory count title
- The barcodes of the various items to be inventoried
The items should be scanned one by one. A quantity of 1 is entered each time by default. However, you can go back to a line to change this value.
As with inventory counts transmitted by inventory terminals (PIT), you can modify this entry as long as it has not been integrated.
Once the entry has been checked, it should be integrated via the Transmitted inventories/Integration menu.
The procedure is identical to the one detailed for inventory counts by portable inventory terminals.
This integration process will update the inventoried quantities in the list that was generated when the inventory count was started.
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Inventory Counts Conducted by Integrating an Inventory Counter File
File format
The integration of an inventory counter file enables you to retrieve easily an ASCII file containing an inventory count. If need be, this operation can be performed in the
Front-Office. The format of the file is configurable: It is an ASCCI type file, and must be divided into columns (fixed length field) with no field separator. The following
information should always be transmitted:
- The Yourcegid Retail code of the inventoried store: 3 characters.
- The barcode: 13 characters – or more if needed, and notify this.
- The inventoried quantity: 4 characters, aligned on the right.
- The location (optional): Maximum 17 characters.
- The user (optional): Maximum 17 characters.
Example of file format:
0013600980407287 1LOCATION Bob
0013600980411147 1LOCATION Bob
0013600980417927 1LOCATION Bob
Note that if this type of file is integrated, it will not be possible to flag the lines. Reintegrating the file will duplicate the lines in the TRANSINVLIG table.
Files with line headers
Example of files:
INVC1 0013600980407287 1LOCATION Bob
INVC1 0013600980411147 1LOCATION Bob
INVC1 0013600980417927 1LOCATION Bob
Please note!
- The 0 position corresponds to the 7th character (beginning of the data to be retrieved)
- The sixth blank character allows you to flag lines during integration:
- If a line is flagged with an I, it has been integrated without error
- If a line is flagged with an R, it has been rejected and not been integrated. An error message is displayed when importing the file. If the file is reintegrated, only the
lines flagged with “R” will be processed.
- In order to optimize the recovery, lines with the same barcode should be grouped together.
- As the file structure can be customized in the import format, it may vary for size and position of the zones.
Defining data recovery settings
Back Office: Inventory - Conduct inventory - Transmitted inventories/File format settings
Front Office: Management - Conduct inventory - Transmitted inventories/File format settings
The “Inventory recovery” data of origin, defined for this purpose is selected by default. It is created by default by the module if it does not exist. The settings allow you to
define a file format that populates the TRANSINVLIG table (transmitted inventory count). The module allows you to retrieve all file types. Double-click on the import format
proposed by default: the “Recovery settings” screen displays.
List of specific fields
You have to add the GIN_EMPLACEMENT and GIN_INITOPE fields to integrate optional information about locations and operators.
Use the [Define default values] to populate your usual operating options.
Save your setup via the [Save settings] button.
Fields
Description
$$_LIBELLE
User-defined description
$$_CODEGPAODIM1 to 5
Dimension code 1 to 5 in CAPM
$$_SANSREJETCB
Is used to exclude any rejections of unknown barcodes, as they are processed in
Yourcegid Retail.
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Option “Without barcode reject"
If in the List of specific fields, you have configured the “$$_SANSREJETCB” field, unknown barcodes will be integrated with the application.
- Option configured and ticked in the default values: erroneous barcodes will be integrated; they must be corrected afterwards in the application.
- Option not configured: unknown barcodes are rejected when the file is integrated, and a report displays the list of the barcodes concerned.
Integrating an inventory counter file
Back Office: Inventory - Conduct inventory - Transmitted inventories/Integrate inventory counter file
Front Office: Management - Conduct inventory - Transmitted inventories/Integrate inventory counter file
This action replaces the stage in which the inventory count is downloaded from a portable inventory terminal. It is therefore necessary to start, first, the processes relating to
the beginning of an inventory as described in the “Prerequisites Common to Inventories.
Procedure
1. The wizard for recovering the inventory counter file will open.
2. The “Data origin” field is already populated by default.
This field cannot be changed by the user.
3. Select the file to integrate, then click the [Next] button
Step 2 will be displayed.
4. Click the [Start recovery] button.
The processing report displays onscreen.
5. Continue the inventory normally at step “Entry/Query” of the transmitted inventory.
Reverse Inventory Counts
A reverse inventory count is used, for example, when items are hanging in cabinets, the contents of which are not known. It is therefore impossible to create a partial list for
these items. The contents of the cabinet must be scanned so that an inventory count can be carried out on the scanned items alone. Principle:
- Create a transmission containing all the scanned items in a cabinet.
- Create a partial list by selecting the transmission containing the cabinet items.
-Integrate the transmission into the partial inventory count list.
-Validate the list
In the case of a transmission, items are scanned in the standard manner using a portable inventory terminal.
Generating list
Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list
Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list
In principle, a partial inventory count is conducted by selecting items using a multi-criteria selection screen when generating the inventory count list. In a reverse inventory
count, the inventory count list is generated from one or more transmissions.
In the screen that displays, uncheck the “Total inventory” option, then click the [Selection of transmissions] button. The “Entry/Query” screen allows you to select items
from a transmission header multi-criteria selection screen. The inventory count list will contain all of the items in the inventory count transmissions.
Note: After you have selected the items by transmission, the subsidiary, store and warehouse criteria can no longer be accessed Item selection by transmission can only be
carried out for one store at a time (single-store inventory count lists)
Please note! The inventory count list must be created on the day the items are scanned
The inventory count list contains a copy of the inventory at the moment the inventory count list was created. This makes it possible to conduct inventory counts at any time of
the day. But, as the transmission is created before the inventory count list, you must ensure that the items are not sold between the time they are scanned and the time the
inventory count list is created.
However, it is possible to create an inventory count list at a prior date: in this case the computerized inventory at the morning, prior to any movement is copied to the
inventory count list. The inventory count must therefore be carried out in the morning before the daily opening.
Cycle counting
When creating an inventory count list, the Cycle counting option allows you to create an inventory count list based on the stock and the selection of all the items for which the
date of the last inventory count is before the cycle count date.
Note that a cycle count can only ever be a partial inventory count. The “Total inventory” option becomes unavailable if the Cycle counting option is checked.
Validating an inventory count
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Back Office: Inventory - Conduct inventory - Validation
Front Office: Management - Conduct inventory - Validation
Select the inventory count to validate, and click the [Validate lists] button to display the validation wizard for inventory lists.
- When validating a standard inventory count, the application proposes an option to reset the inventory to zero for non-inventoried items, i.e. items that are no longer in the
store.
- When validating a reverse inventory count, as the item list is created from the scanned items, non-inventoried items are never reset. Neither are items that are present in the
computerized inventory, but no longer in the store. The solution is to mark all the items that have been inventoried, in order to extract a list of all the items that are present in
the inventory but have not been inventoried during the year.
When validating an inventory count, step 1 proposes an option that allows you to “Update the date of the inventory for all items of the list.”
This action updates a date field in the inventory record. You can view this new “last inventory count” date in the dashboards and by querying item availability.
Please note! If you cancel the validation, the date of the last inventory count cannot be updated. It will continue to show the date updated by the validation.
Inventory Count Result
Editing inventory count discrepancies and inventory valuations
Editing inventory count discrepancies
Back Office: Inventory - Conduct inventory - Reports/Stock - Inventory comparison
Front Office: Management - Conduct inventory - Reports/Stock - Inventory comparison
This feature allows you to edit a comparison of the counted inventory and the theoretical stock. Various criteria available in the different tabs help you to get a detailed report.
Editing an inventory count valuation
Back Office: Inventory - Conduct inventory - Reports/Valuation of inventories
Front Office: Management - Conduct inventory - Reports/Valuation of inventories
This feature allows you to edit a valuation report for the inventoried items based on various criteria.
Validating an inventory count
Back Office: Inventory - Conduct inventory - Validation
Front-Office: Management - Conduct inventory - Validation
Once the checks have been carried out and the inventory count modifications entered, the theoretical inventory should be updated in line with the inventoried quantities.
Warning: This action will modify the inventory.
Select the inventory count to validate, and click the [Validate lists] button to display the validation wizard for inventory lists. The computerized inventory quantities are
modified to take into account the discrepancies registered between the physical inventory and the reference inventory that was created in the preparatory phase. An Inventory
discrepancies document (type INV) is created every time an inventory count is validated, and records the inventory adjustment quantities assigned to each item.
Settings for pricing
When validating the inventory count, you can value it using the following prices:
Note that for the 3 prices proposed on this screen (Price 1, Price 2, and Price 3), the price used for valuation will be the first price different from 0 for each item.
Example:
For item XX, if the price entered is 0, the valuation will be made using the inventory price.
As a result, the valuation may differ for each item in the list. In the inventory count report available via Inventory - Conduct inventory - Reports/Valuation of inventories, you
can select these 3 types of valuation in the Criteria tab, so that the report matches the inventory count:
Reset computerized inventory to zero
This wizard also allows you to choose whether or not to reset to the computerized inventory to zero for any item with a null inventoried quantity. In general, this option is
always checked, to ensure that the inventory for a non-inventoried item is forced to zero. However, in order to validate an inventory count in which certain items have not
Fields
Description
Entered
This is the price specified on the inventory count list (Last Purchase Price, Last Cost
Price, Weighted Average Purchase Price or Weighted Average Cost Price), depending
on the information entered in the Document settings (in the Valuation tab, in field
“Proposed price”, for the Inventory discrepancies (INV) document type.
Inventory
This is the price specified in the inventory record for each item (LPP, LCP, WAPP or
WACP).
Item
This is the price specified in the record for each file (LPP, LCP, WAPP or WACP,
Selling price tax excl., Purchase price tax excl.).
Purchase price list
This is the item purchase price list on the date the inventory count list is created.
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been counted, due to lack of time, you can deactivate this inventory reset.
Inventory closure
For full inventory counts, the second step in the validation wizard suggests the creation of the following:
- A total inventory statement
- A simplified inventory statement (does not take into account inventories at 0)
- An inventory snapshot
- No snapshots or inventory statements
Please note!
An inventory statement blocks any inventory transfer documents that predate the inventory count list. It is preferable, therefore, when validating an inventory count, to launch
an inventory snapshot, rather than an inventory statement. However, for performance reasons, it is strongly recommended that you do not launch an inventory snapshot or
statement right after inventory count validation. Instead, you should schedule it to be processed at night, so that users are not impacted.
Start processing
Once the process has been launched, the computerized inventory is updated and the inventory count lists can no longer be modified. Note that in order to launch an inventory
validation, you have to specify a third-party of inventory discrepancies in the company settings via Commercial management/Default settings (refer to Default Settings in
Company Settings.)
Canceling an inventory count validation
Back Office: Inventory - Conduct inventory - Cancel validation
As detailed in the previous section, an inventory count validation updates the inventories, and, in the case of a total inventory count, creates an inventory statement or
snapshot. Canceling an inventory count validation allows you to cancel these 2 actions, enabling you to go back to the initial, pre-validation status. This may be necessary
when the same portable inventory terminal (PIT) has been downloaded twice, for example. This action is to perform only in the Back-Office. Canceling an inventory count
results in the following:
- It deletes the inventory count discrepancy document
- It makes it possible to modify the inventory count list, while retaining physical inventory
- It deletes the inventory statement if the list in question is a total inventory count list
You can only cancel a validation if the inventory count list and the inventory count discrepancy document are included in the database.
Deleting an inventory count list
Back Office: Inventory - Conduct inventory - End of inventory
Front Office: Management - Conduct inventory - End of inventory
This process ends the inventory count by completely deleting the transmitted lists and inventory counts for all the selected stores. This operation can be performed after the
inventory count validation phase has been completed, or just before launching a new inventory count. You should ensure that all the inventory count reports have been printed
before you delete the list. This optional process is described in detail in chapter Checking Inventory Counts Awaiting Validation.
Splitting an Inventory Count List
This feature allows you to validate inventory count lists that have more than 2,000 discrepancy lines.
Dicing a list consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory
validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list.
Setting up the number of lines
Back Office: Administration - Company - Company settings
The number of lines from which the list will be split is defined in the company settings in Commercial management/Inventory, in field “Authorized limit to validate an
inventory (number of lines w/ discrepancies.) This setting corresponds to the maximum number of items showing a discrepancy allowed per sub-list created.
Procedure
Back Office: Inventory - Conduct inventory - Validation
Front-Office: Management - Conduct inventory - Validation
The [Divide an inventory list] button, which can be accessed from the tool bar, allows you to launch a wizard for an inventory count list that contains more than x
discrepancy lines.
This wizard closes the list, in order to preserve it, and generates X inventory count list(s) depending on the number of discrepancies. This process is fast.
Example:
Code of the list before splitting is 001041024000001.
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After it has been split up, the list is displayed in the following format: 1 closed list (the original) + 3 lists with the following codes:
- 001041024000001_A
- 001041024000001_B
- 001041024000001_C
Lists A, B and C contain the inventory count discrepancies that must all be validated.
This wizard is subject to the “Authorize inventory lists to be divided’ access right, available in Menu 26 – Commercial management/Conduct inventory
Advantages
- During validation, there are several visual validation stages for each inventory count list.
- The inventory count discrepancy documents can be queried easily, as they are smaller.
- Deletion is quicker as the inventory count discrepancy documents are small
Disadvantages
- Inventory statements and snapshots are no longer processed automatically.
- An inventory snapshot must be launched manually or scheduled, after all the inventory count lists have been validated.
Inventory Counts by Areas
This features allows you to conduct an inventory for a store divided into areas. Note that the term "Location" is replaced by "Area".
Defining areas for the inventory count list
Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list
Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list
In the "Accounting of inventory areas” section, tick the "Area management” option. This option specifies that the management of areas for inventories is mandatory pour this
inventory count list. Specify the numbers of the first and the last areas. All areas located between these two numbers will be created automatically when the inventory count
list is generated.
Please note!
Ticking the “Area management” option requires you to manage and validate the inventory count according to this new operation. By default, this option is not ticked in order
to use the standard operation. An area contains maximum 17 characters and must be unique in the inventory count list. Areas are created:
- Automatically, when the inventory count list is crated, in the case the counters had been specified.
- Manually, at any time, even if the inventory count is in progress.
Areas are displayed and sorted on the description of the area. If a new area is added to the screen, it will be integrated after the last one. It will recover its right place after
reloading.
Conducting an inventory by area
Back Office: Inventory - Conduct inventory - Inventory by area
Front Office: Management - Conduct inventory - Inventory by area
This feature has been optimized for processing times. Select the store and the inventory list. Once these criteria specified, the various areas will display onscreen. By default
all areas are grey; only counted areas will change in color. The progress is displayed at the bottom of the screen, which allows you to control all the actions of the process.
Every area can have the following status:
Fields
Description
On hold
Default value
Allocated
The first phase is a phase of allocation. An available area allows you to allocate a
team to the area. The area then changes in color meaning that it has been
allocated. This phase is optional.
Counted
An option allows you to open the download screen for a portable inventory
terminal. This download creates a transmission by area.
If the terminal contains 3 areas, you will get 3 transmissions provided that the area
downloaded by the terminal exists and that the status of the area is set to: “On
hold” or “Allocated”.
If the area does not exist, a message displays, prompting the user to create the
area. If the answer is “Yes”, the area and the transmission are created.
If the answer is “No”, the transmission is aborted. In the same way, if the area is
already inventoried, the transmission is rejected.
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Once all areas are counted, use this button to integrate them with the inventory list. The process continues with the Pre-validation by Store.
List of options available for each area based on its status:
- Erase: option available if the status is set to “Allocated” or “Counted”. This option erases the transmission associated with the area and sets its status to “On hold”.
- Erase all areas: this option erases all the areas from the inventory list.
- Delete: option available if the status is set to “On hold” or “Allocated”. This option deletes the area from the inventory list.
- Integrate all counted areas: This option integrates all the areas whose status is set to “Counted”.
Inventory count entry excluding download
Inventory counts can be viewed and modified by users with access rights to the current menus. It is therefore possible to add references:
- non associated to areas,
- associated to existing areas or not referenced in the store.
Validating an inventory count
The inventory count can be validated only if all areas have a status set to “Integrated”. In the case a store has an area without items, the areas must be deleted. During the
validation phase, all the areas of the store are reset, and their status becomes “On hold”.
Pre-validation by Store
Back Office: Inventory - Conduct inventory - Pre-validation by store
Front Office: Inventory - Conduct inventory - Pre-validation by store
This intermediate step allows the store to perform a pre-validation indicating that the job is done.
Principle
When the store thinks the inventory count is finished, it makes a pre-validation. The inventory count becomes non modifiable for users in the Back- and the Front Office. The
inventory count can then be recovered by the Headquarters for final validation and discrepancy management. An authorized user in the Back-Office can de-validate the
inventory count, pre-validated by the store to make it available again for correction. If you open a list pre-validated by the store via the “Enter/Change inventory” feature, this
information will be displayed in red in the header of the inventory list. In this case, the inventory list is in read-only mode.
Close-up of the Pre-validation by store screen
The screen displayed is a multi-criteria screen with inventory lists not yet validated, so that the store can make a pre-validation. Two statuses are available:
- Inventory in progress: default status when an inventory list is created.
- Inventory pre-validated by the store.
Settings for inventories and inventory list
The [Settings] button gives you access to the settings of inventories, as well as to the settings of the inventory list. For the second option, if the inventory list was
already pre-validated by the store, the summary screen of the list displays in red the following: “Pre-validated by the store.”
De-validate a list
Use the [Cancel validation of lists by store] to de-validate a list. The status of the list will change from “pre-validated” to “in progress.” This button is enabled only if the
“Modify a status of an inventory list” concept is enabled for the user and only in the Back-Office. In the Front-Office, this will still remain grayed out.
Reminder of the generation criteria
The [Notepad] button enables the display of the inventory generation criteria.
Inventory Management and Batch Counting
Inventory management
Note that batches are not handled in inventory snapshots.
Item Availability
Back Office: Inventory - Query - Item availability
Integrated
An option enables you to integrate the selected area if its status is: “Counted”. The
count from the area is integrated with the inventory list, and the area can no longer
be modified.
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You can access via this command the Inventory batch detail screen by the means of the [Physical inventory detail] button.
This screen displays the detail of batches available in stock by item and by warehouse. By default, only the batches that have stock are displayed. By unchecking the "Batch in
stock" option, batches with zero quantities are displayed. Searching for a batch involves the following criteria: External batch, internal batch, tracked batch (if supported), and
the various applicable dates.
Viewing the batch record
Back Office: Inventory - Query - Batch management
The batch record can be viewed using the [Batch record] button. It contains the identification elements of the batch (its references,) its creation origin (any information
linked to the document), dates and other information.
Movement history
Back Office: Inventory - Query - Batch management
The detail of movements for a batch is accessed by double-clicking the batch line, or by using the [Movement history] button. This screen displays all of the movements
that have affected the batch. By default, the movement line includes the document number, original document type, movement type, and information linked to the batch and
the quantity.
Inventory counts
Back Office: Inventory - Conduct inventory
The aim of conducting an inventory for batches is to count the physical quantities and identify them by batch on a specific date. For example, on a given day, 10 units of item
A are counted in stock: 2 for batch A, 3 for batch B and 5 for batch C. This inventory count allows you to note any possible allocation errors between batches or the physical
absence of a batch.
Generating a list
For batch-managed items at store level, the inventory list contains the detail by item/batch calculated using the information stored in the database. The list generated for an
inventory date (prior to the generation date) does not take into account those movements that have affected batches or those created after this date. The detail by batch on the
inventory date is calculated on the morning of the inventory date. Note that items belonging to a batch will populate a specific table (LISTEINVLOT) in order to associate
with the inventory list all theoretical data of the batch for all items concerned.
Transmitted inventories
Transmissions for batch-managed items are carried out by itemizing the batches, meaning that the transmission must include as many occurrences of the item as there are
batches with inventoried quantities on the inventory day. Batch numbers must be specified for the batch managed items in order to identify the batch to which the item
belongs and integrate it with the right inventory list. When the transmission is integrated, if an item is managed by batch and the batch identifier was not specified, the item
will be rejected into a new transmission (except if an exception on this item was defined for the store concerned.) The integration works as follows:
- For a partial inventory, the item will be added to the inventory list, if it is part of the items listed, or if the items match the selection criteria of the items in the list. If these
conditions are not met, the item will be rejected into a new transmission.
- For a total inventory, the item will be absolutely included in the inventory list of the corresponding store and warehouse, if the identifier of the batch is specified, or if the
item is subject to an exception.
In the Enter/Query command, the [Batch detail] button allows you to specify the batch references either by entering the relevant information, or by selecting an available
batch from the inventory detail using the [Select a batch] button.
When integrating the transmission, if the batch information is not specified for a batch-managed item, the line will not be added to the inventory list.
Entering/changing an inventory list
For batch-managed items at store level, the information linked to the batch is displayed in the section under the inventory lines. This section includes: the batch references
(internal, external...), and the batch dates (entry date, use-by date, etc.) If the item is not subject to batch management, the message "Item not managed by batch” is displayed.
Inventoried quantities are entered by batch in order to ensure traceability and to record discrepancies at each batch level. The “Items managed by batch” option - depending on
how this option is managed - displays or excludes all batch-managed items, or considers all items.
On the Enter inventory screen, batch references are accessed by double-clicking the appropriate line, or by using the [Additional functions - Batch detail option].
Depending on the inventory type, the following applies:
- For a full inventory, existing batch references cannot be modified. If a physically inventoried batch is not included on the list, you can enter the batch and its inventoried
quantity via the [Add an item] button. Batch references are mandatory, and a message prompts you to specify them, if need be, either by entering the relevant information or
by selecting an available batch from the inventory detail using the [Select a batch] button.
- For a partial inventory, the existing batch references can be modified, but in such cases, the computer inventory quantities are set to zero; this type of modification is like
referencing a new batch. Attention! In this case, the modified batch is no longer included on the list.
Validation
When the inventory is validated, the inventory discrepancies are carried over to the stock and have an effect on the batch detail. For each batch with a negative or positive
discrepancy, a movement (inventory-type movement) will record the effect on the batch. If the batch added to the inventory list does not exist, it will be created. If the list
includes a batch-managed item for which an inventoried quantity has been entered and the batch references are not specified, the inventory will not be validated. The event log
will display the following message in this case: "The batch information is not complete" (with the item code and the inventoried quantity). Inventory snapshots do not contain
the details of the batches that make up the stock.
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Internal Inventory Movements - Contents
Internal inventory movements are movements of merchandise that have an impact on inventory and are triggered by transactions other than purchases or sales. They can be
special movements (input or output of stock), transfers of merchandise between two stores, or transfers of merchandise between two warehouses of the same store.
Special inputs/outputs
Entry of a special input/output
Adjustment of a special input/output
Query of a special movement
Modification of a special movement
Impacts of a special movement
Transfers
Setup, preparation and creation of a transfer
Validation of a transfer notice
Query, modification and duplication of transfers
Generation of a transfer
Management of transfer remainders
Other useful information about transfer management
Special Inputs/Outputs
Entry of a special input/output
Back Office: Inventory - Enter - Special movements/Input-Output
Front Office: Management - Special movements - Input and Output
These commands allow you to enter special types of inventory input/output movements (theft, breakages, etc.) Compared to the process for entering other documents, there is
one particularity – a movement reason must be entered for the document, and if applicable, for the lines. This reason is mandatory. Note that input/output reasons must have
been created first by the user in the Settings module - Documents - Movement reasons.
Adjustment of a special input/output
Back Office: Inventory - Enter - Special movements/Input-Output
Front Office: Management - Special movements - Adjustment
These commands allow you to enter, in one single document, inventory input and output movements. Input movements must be entered as positive values, and output
movements as negative values. When validated, two documents are created automatically – a special input document for positive lines, and a special output document for
negative lines.
Query of a special movement
Back Office: Inventory - Query
Front Office: Management - Special movements - Query
In the Back Office, special movements can be queried in different ways via the following commands:
- Dashboard, option Internal movements.
- Query, option Special movements.
- Query, option Inventory movement by item.
- Movements.
In the Front Office, special movement are viewed via the Query command.
Modification of a special movement
Back Office: Inventory - Enter - Modification
Front Office: Management - Special movements - Modification
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It is possible to modify certain data on a document about special movements, such as item lines, quantities, warehouse, document reason, and line reason. However, it is not
possible to modify the document store.
Impacts of a special movement
Setup, Creation and Preparation of a Transfer
Setup for transfers
Company settings
Back Office: Administration - Company - Company settings -
Go to Commercial management/Inventory, and specify the settings available in Inter-warehouse transfers.
Access rights
Back Office: Administration - Users and access - Access right management
The Inventory (103) menu authorizes or not the users to access the menus relating to the query, creation, and modification of internal inventory movements.
Creation of a transfer
Back Office: Inventory - Enter - Transfer
Front-Office: Management - Transfers - Create transfer
The creation of transfers is slightly different from the process used for entering other documents – You are required to define a sender store and sender warehouse as well as a
recipient store for the document. This data is mandatory.
Note that a recipient warehouse must also be entered for transfers from one warehouse to another warehouse of the same store.
The sender store creates a sent transfer (TEM document type) for another store. There are two possible scenarios here:
- If the recipient store is required to validate its transfer notices, a transfer notice (TRV) will be automatically created at the same time as the TEM document. The recipient
store must validate its transfer notice, which will result in the creation of the corresponding received transfer.
Special movements
GQ_PHYSIQUE
GQ_ENTREESORTIES
Special inputs
EEX
1
1
Special outputs
SEX
-1
-1
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- If the recipient store is not required to validate its transfer notices, the corresponding received transfer will be created at the same time as the TEM document.
Preparation of a transfer
Back Office: Inventory - Enter - Transfer worksheet
Front-Office: Management - Transfers - Create transfer worksheet
This feature allows you to make a temporary entry of a transfer that can be modified in the sender store until it is changed into a sent transfer. This transfer type (BTR) can be
used in the Back Office and in the Front Office. It will be initialized by default with the settings of the “Sent transfer” and use specific counters (document counter, inventory
counter.) The following actions are available:
- Creating transfer worksheets in the Back Office: Inventory - Enter - Transfer worksheet.
- Duplicating transfer worksheets in the Back Office: Inventory - Enter - Duplication/Transfer worksheet.
- Transforming a worksheet into a sent transfer: Inventory - Generation - Validate transfer worksheet.
This type is not available by default. Use the access right management to activate this type: Back Office: Administration - Users and access - Access right management
(Inventory/Enter.) Similar access rights are available for the duplication and validation of transfers drafts.
Note if the settings for sent transfers are modified, we strongly recommend to modify manually the settings for the transfer worksheets, so that both types remain identical as
much as possible.
Validation of a Transfer Notice
Back Office: Inventory - Generation - Validate transfer notices
Front Office: Management - Transfers - Validate transfer notices
Several scenarios detailed hereafter are possible.
Standard scenario of validating a transfer notice
A store must validate its transfer notices if:
- The “Validate transfer notices” company setting, available in Commercial management/Inventory, is checked.
- The “Validate transfer notices” setting is checked in the recipient store record (in the Contact information tab.)
- The “Validate transfer notices” setting is checked in the recipient warehouse record (in the Contact information tab.)
Subsidiary record (Characteristics tab)
If a store manages subsidiaries, the “Authorize the validation of transfer notices in the stores records” setting is checked in the subsidiary record of the recipient store, if this
recipient store is associated with a subsidiary.
Warehouse record (Contact information tab)
The “Validate transfer notices” option is taken into account only when a transfer involves a same store (sender and recipient). Note that if at least one warehouse manages the
validation of transfer notices, a transfer notice is generated.
Direct transfers between remote warehouses of the same geographical site
Back Office: Basic data - Stores - Subsidiaries
If subsidiary management is active, it is possible to specify that transfer notices should not be generated for transfers between 2 warehouses: Therefore, go to the
Characteristics tab in the subsidiary record, and enable the “Print intra-store transfer documents on a same geographical site” setting. The “Direct transfers between remote
warehouses of a same geographical site” setting allows you to specify that no transfer notices should be generated for transfers between remote warehouses within the same
geographical site. The sent transfer (TEM ) is then generated directly as a received transfer (TRE) in the following cases:
- If the sender and recipient warehouses belong to the same store, and are not remote warehouses.
- If the sender and recipient warehouses are remote warehouses within the same geographical site, whether or not they belong to the same store.
The following table summarizes the different scenarios for two stores that manage direct transfers and belong to the same subsidiary:
Store
Warehouses
Characteristics
101
100
Non-remote warehouse
10A
Vaise remote warehouse
10B
Jemmapes remote warehouse
10C
Vaise remote warehouse
10D
Non-remote warehouse
001
000
Non-remote warehouse
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If the two stores do not belong to the same subsidiary, or if one of the two stores does not belong to any subsidiary, the process is based on the settings defined for the
recipient store (subsidiary/store/warehouse).
Example:
If store 101 does not belong to any subsidiary, a transfer (TEM) sent from warehouse 00A to warehouse 10A will generate a transfer notice, even though both warehouses are
remote warehouses on the same geographical site, unlike in the examples shown above.
Direct transfer from headquarters-type stores
Store not linked to a subsidiary
If the sender store is a headquarters-type store, a sent transfer automatically generates a received transfer.
Store linked to a subsidiary
If the “Direct transfer if sender store is of type Headquarters” company setting is checked and if the sender store:
- Is a headquarters-type store, a sent transfer automatically generates a received transfer regardless of the other options activated in the subsidiary record.
- Is not a headquarters-type store, the system takes into account the “Direct transfers between remote warehouses of a same geographical site” option (refer to chapter Direct
transfers between remote warehouses of a same geographical site). If the “Direct transfers between remote warehouses of a same geographical site” option is not checked, the
“Validation of transfer notices” option from the store record is taken into account.
Query, Modification and Duplication of Transfers
Transfer query
Back Office: Inventory - Query - Query/Transfers
Front Office: Management - Transfers - Query
These commands allow you to view BTR, DTR, TEM, TRV, and TRE documents.
In the Back Office, other types of query are available from the Query menu:
- Command Dashboard, option Internal movements.
- Command Query, option Inventory movement by item
- Command Movements.
Transfer modification
Back Office: Inventory - Enter - Modification/Transfers
00A
Vaise remote warehouse
00B
Jemmapes remote warehouse
00C
Vaise remote warehouse
Recipient warehouse
Sender
warehouse
000
00A
00B
00C
100
10A
10B
10C
10D
000
-
TRV
TRV
TRV
TRV
TRV
TRV
TRV
TRV
00A
TRV
-
TRV
No TRV
TRV
No TRV
TRV
No TRV
TRV
00B
TRV
TRV
-
TRV
TRV
TRV
TRV
TRV
TRV
00C
TRV
No TRV
TRV
-
TRV
No TRV
TRV
No TRV
TRV
100
TRV
TRV
TRV
TRV
-
TRV
TRV
TRV
No TRV
10A
TRV
No TRV
TRV
No TRV
TRV
-
TRV
No TRV
TRV
10B
TRV
TRV
TRV
TRV
TRV
TRV
-
TRV
TRV
10C
TRV
No TRV
TRV
No TRV
TRV
No TRV
TRV
-
TRV
10D
TRV
TRV
TRV
TRV
No TRV
TRV
TRV
TRV
-
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Front-Office: Management - Transfers - Modification
If a TEM document is modified, a message prompts the user to confirm whether the changes should be implemented in the following documents also:
- in the “counterpart” TRV document, if it exists, and has not been validated yet.
- in the “counterpart” TRE document, if there is no TRV document, or if the TRV document has been validated.
If selected, the “Request to apply modifications when validating transfers” company setting accessed via Commercial management/Inventory will also prompt the user to
confirm if they want the changes made during validation of a TRV document to be applied to its counterpart TEM document also.
Transfer duplication
Back Office: Inventory - Enter - Duplication
Front Office: Management - Transfers - Duplication
These commands enable the duplication of transfer documents (such as request and worksheets.)
Generation a Transfer
Back Office: Inventory - Generation
Validate transfer requests
It is possible for a store to enter a transfer request in order to ask another store if they can send items to them. Once entered, the transfer request (DTR) document must be
validated before the corresponding Transfer sent (TEM) document can be created.
Please note!
When entering a transfer request (DTR), the store that enters the DTR is the recipient store in the document, since it is considered to be the store that will receive the
transferred merchandise.
Validate transfer worksheets
This command allows users to validate transfer worksheets so that a sent transfer, and if necessary, a transfer notice can be generated.
Validate transfer notices
The command allows users to validate transfer notices once the conditions listed in the section on validating transfer notices have been met (see above).
Validate replenishment orders
This command allows you to generate transfers at Headquarters from replenishment orders entered in the store. The transfers can be created automatically or manually, and
with or without checks being carried out on the warehouse from which the inventory is to be taken. A multi-criteria search screen allows you to select the replenishment order
to be converted to a transfer. When generating transfers automatically, an option allows you to choose whether:
- the entire replenishment order should be generated, even if there is no inventory for the items in the warehouse.
- only part of the replenishment order should be generated; in which case only the items for which there is inventory in the warehouse are taken into account. In this case, the
replenishment order will remain active, as long as there are quantities to process.
When validating the orders you have selected for transfer, a record allows you to select the warehouse from which the inventory is to be taken. When transfers are generated
manually, the standard document generation process applies. A specific step in the process allows you to generate the transfer notice or the received transfer associated with
the sent transfer.
Pre-receive transfer notices
It is possible for transfer notices to be automatically pre-received and received in multi-selection mode. This makes it possible to accelerate the merchandise receipt
functionalities in the case of delivery notices by indicating that the goods have arrived at the store, thus allowing them to be rapidly entered into inventory. The notices must
be selected using the space bar. You can then carry out a number of actions:
- Launch the pre-receipt of the elements selected.
- Launch the multi-package pre-receipt of the elements selected.
- Launch the multi-package receipt of the elements selected.
- Launch the validation of the transfer notices (and therefore generation of the corresponding received transfers) for the selected elements.
- Display the screen for communicating with a portable inventory terminal. Activating the terminal download function allows transfer notices to be received
automatically.
The status of the receipt is indicated in the multi-criteria header. The status may be set to the following values:
- On hold: the document has just been created.
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- Pre-received: the document has arrived at the warehouse.
Partial processing: The document content has been scanned but items are missing
- Notice processed: all the items have arrived or the document has been cleared
For convenience, this screen also allows you to pre-receive and receive delivery notices (ALF documents) and purchase orders (CF documents). Note that the same feature is
available in the Purchases module, menu Generation.
Management of Transfer Remainders
The goal here is to ensure that the process for managing delivery notices and the process for managing transfer notices are exactly the same throughout the receipt cycle. This
is achieved by using special functions for transfers. In particular, this allows for the following:
- Management of transfer notice remainders so that partial receipts are possible.
- Transfer notices can be closed/reopened.
- The multi-criteria screens can display remainders, closed documents, non-closed documents, and all other elements necessary to ensure that the process is the same as for
managing delivery notices.
Settings and impacts
Back Office: Administration - Company - Company settings
To activate the remainder management, select the “Management of remainders for transfer notices” company setting accessed under Commercial management/Inventory.
Please note!
Once you activate this setting, it can no longer be changed. The consequences of activating this setting are as follows:
- The “Request to apply modifications when validating transfers” company setting is disabled.
- The “Validate transfer notices” company setting is activated.
Neither of these two settings can be changed again
- The received transfer counter is set to the same value as the sent transfer counter.
- The “Remainder management” setting is activated on the Inventory tab of the document types for TEM, TRV, and TRE documents.
It will no longer be possible to change this setting.
Note that if remainders are managed in transfer notices, and a received transfer is deleted, the deleted quantities in the previous document must be reset if this document is a
transfer notice.
Use
Back Office: Inventory - Processing - Close/Reopen transfers
When validating a transfer, you can receive a transfer notice in several parts. The remainders can be displayed in a multi-criteria query screen for transfer notices.
Two commands are available in the Inventory module, via Processing, allowing a transfer notice to be closed or reopened.
These features are subject to access rights available in the Administration - Users and access - Access right management (Menu 103 - Inventory/Processing.)
Management of remainders for transfer worksheets and requests
Back Office: Settings - Documents - Documents/Types
The remainder management for transfers is also operational for transfer worksheets and transfer requests.
To facilitate the management of remainders, you can impose in the settings of transfer worksheets and requests, the generation of only one subsequent document. Therefore,
go to the Inventory tab, and tick the Generating only one subsequent document.
Other Useful Information about Transfer Management
Approval for documents
Back Office: Inventory - Processing - Approval for documents
If approval is managed for the documents in question, this feature allows you to manage approvals in document-by-document mode or in batch mode.
User restriction for transfer requests
Back Office: Administration - Users and Access - Users/tab Restrictions
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This feature is aimed at adding a restriction level to the transfer management in order to meet the following requirement:
- Store 001 is able to send a transfer request to store 002.
- Store 002 is not able to send a transfer request to store 001.
To enable this operation, a new type of restriction is added to the user record, in the Restrictions tab, field Transfer request sender.
Impact on the DISPO table
Sender warehouse of items Recipient warehouse of items
Litigations on transfers
Setup
Back Office: Administration - Company - Company settings
You can also define restrictions for viewing and processing litigations on transfers. Go to Documents - Entry, and populate the fields “Query litigations on transfers” and
“Process litigations on transfers.” These settings are also copied to the subsidiary record for more flexibility. To remain iso-functional, the default values of the settings are set
to “by recipient”
Use
Back Office: Inventory - Processing - Process transfer litigations
Front Office: Management - Transfers - Process transfer litigations
Click here for further information about processing litigations.
Valuation of transfers
The valuation of transfers is controlled by a number of specific settings described in this heading.
Inventory Statements and Snapshots - Contents
In Yourcegid Retail Y2, an inventory is always calculated in real time, i.e. at the time it is requested. However, for certain processes or comparative analyses, it can also
sometimes be useful to find out the quantity and value of the inventory at an earlier date
Inventory statements and snapshots preserve a “duplicate” inventory for a specific date, in order to meet this need.
They can be generated at any given time or for an earlier date, in which case they retrieve the inventory for the said date.
General settings
Configuring the calculation method for inventory snapshots
Managing access rights
Inventory statements
Generating an inventory statement
Modifying, deleting, and using inventory statements
Inventory snapshots
GQ_PHYSIQUE
GQ_RESERVETRF
GQ_ANNONCETRF
GQ_TRANSFERT
GQ_BROUILLONTRF
Create transfer request
-
+1
-
-
Validation of transfer
request and generation of
corresponding sent transfer
-1
-1
+1
-1
Entry of sent transfer and
generation of
corresponding received
transfer
-1/+1
-
-1/+1
Entry of sent transfer and
generation of
corresponding transfer
notice
-1
-
+1
-1
Validation of transfer
notice and generation of
received transfer
+1
-
-1
+1
Transfer draft entry
-
-
-
-
+1
Validation of transfer draft
and generation of
corresponding sent transfer
-1
+1
-1
-1
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Creating an inventory snapshot
Managing and using Inventory snapshots
Configuring Inventory Statements and Snapshots
Configuring the calculation method for inventory snapshots
Back Office: Administration - Company - Company settings
This setup concerns only inventory snapshots. It defines the calculation method to use.
Go to Commercial management - Inventory. In the Inventory snapshot pane, the “Calculation method for inventory snapshots” field is used to select one of the following
options:
- If you choose the “Standard” option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, CDI, CF, EEX, FAC, FF, FFO, INV, PRE, RDI,
SEX, TEM, and TRE.
- If you choose the “Without considering invoices” option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, EEX, FAC, FFO, INV, PRE,
SEX, TEM, and TRE.
Managing access rights
Back Office: Administration - Users and access - Access rights management
Menu 1 - Data exchanges/Data export
This menu authorizes snapshots to be exported.
Menu 103 – Inventory/Processing
This menu authorizes relevant user groups to access inventory statement and snapshot features (creation, querying, deletion, valuation, etc.)
Menu 113 – Follow up actions/Inventory
This menu tracks invalidations of inventory statements.
List of actions that may invalidate inventory statements if these actions have a date earlier than the inventory statement date:
- Entry, modification, duplication, and generation (manual or automatic) of a document.
- Entry, modification, duplication, and generation of a transfer.
- Generation of a transfer or a replenishment proposal.
- Validation of an inventory count
- Opening of sales day in Front Office
Inventory Statements
Back Office: Inventory - Processing - Inventory statements/Generate an inventory statement
Inventory statements enable you to consult the status of the inventory at any given date. You can choose a complete or simplified process.
Generating an inventory statement
Step 1: Select settings
A wizard displays to enable the creation of an inventory statement. You must first select the warehouse(s) that you want to include in the process, in addition to the inventory
statement date. The statement date can be the current date or an earlier date. In the latter case, the inventory is recalculated, making the process somewhat longer.
In all cases, the inventory refers to the inventory of the requested date, in the morning:
A statement for the current date is requested at 3 p.m.
Any inventory movements carried out between midnight and 3 p.m. are taken into account in order to recalculate the inventory in the morning. For example, quantities sold
before 3 p.m. are included in the inventory.
A statement is requested for an earlier date
Any inventory movements carried out between the date/time of the request and the morning of the requested date are taken into account in order to recalculate the inventory.
For example, sales made on the requested date are included in the inventory.
Consider inventory movements
The “Consider inventory movements” option is important when calculating an inventory statement for an earlier date, in the event where an inventory was validated between
the current date and the statement date. When this option is checked, the calculation includes any inventory correction movements resulting from said inventory (see the
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example shown in the wizard).
Simplified closure
The ”Simplified closure” option allows you to reduce the number of inventory records generated in an inventory statement. It limits the number of records in the DISPO table
in order to optimize the processes applied to the inventory.
If this option is checked (default value) the inventory statement is limited to the following items:
- Items with a current inventory, greater or less than zero
- Items that experienced an inventory movement between the statement date and the current date
Step 2: Valuation of inventory statements
The second step in the wizard allows you to select your chosen inventory statement valuation options. You can determine a price priority sequence for each selected price.
The principle is as follows: If the price selected in the priority 1 field exists, it is used to calculate the valuation. If not, the price selected in priority 2 is used, and so on. The
possible choices are:
- Statement warehouse price,
- The folder default warehouse price specified in the company settings
- Price from the item record
- Price specified for the last movement entered before closure
Step 3: Launch the process
The third and final step launches the process and displays the relevant report.
This button is used to schedule the task for execution on the server. Thus the inventory statement can be configured using a relative date, which allows you to generate a
regular snapshot automatically.
If you have scheduled a statement, you can consult the process report from an event log record (event level 3 = inventory statement – P13).
A number of checks are carried out before the process is launched, and some messages may appear after these checks:
- Non-invoiced receipts check (if a supplier invoice exists for one of the selected warehouses).
- Non-invoiced customer delivery notice check.
- Non-validated inventory check.
- Document type settings check.
If the document type settings differ from the standard settings, this discrepancy will be highlighted in a memo.
This memo details the following information in the “Non-standard setup” section: the document type name, your settings and the standard settings.
If the PHY (physical) counter is only present for a particular document type (plus or minus sign), this error will be indicated in a memo.
As the PHY counter is calculated from other counters, if it is the only counter entered, the document type in question will not be included.
This memo details the following information in the “CAUTION - INCORRECT setting” section : the document type name and your settings for the decreased and increased
inventory.
In these cases, a message will display, specifying that the document settings are not standard, and may cause incorrect calculation.
The user is then prompted to launch or not the processing: either the procedure is stopped to rectify the issues, or it is confirmed, in which case the statement will be displayed
with a red date in the analyses.
Modifying, deleting, and using inventory statements
Modifying the valuation of an inventory statement
Back Office: Inventory - Processing - Inventory statements/Valuation modification
This feature displays the list of available inventory statements. Double-click the statement you want to process: the creation wizard described in chapter “Creating an
inventory statement“ opens. Please note that only step 2 can be modified so that you can change the valuation of the inventory statement selected.
Deleting an inventory statement
Back Office: Inventory - Processing - Inventory statements/Delete an inventory statement
This feature displays the list of available inventory statements.
Select the inventory statement to delete with the space bar, and click the [Delete] button.
If you want to delete all the statements, use the [Select all] button.
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Using inventory statements
Back Office: Inventory – Query – Dashboard/Standards tab
Back Office: Inventory - Query - Inventory Cube/Additions tab
Inventory statements can be accessed in inventory cubes and dashboards via the “Closed inventory” criterion. Note that the “Closing date” field displays dates in 2 colors.
- A blue statement date indicates a simplified inventory statement.
- A red statement date indicates an inventory statement that has been calculated by bypassing the warning messages associated with the pre-launch checks.
Inventory Snapshots
Back Office: Inventory - Processing - Inventory snapshots/Create a snapshot
Inventory snapshots enable you to consult the status of the inventory at a given time. The process is similar to that used to create simplified inventory statements, but is
quicker in terms of generation and use.
Creating an inventory snapshot
Step 1: Select settings
You must first select the warehouse(s) that you want to include in the process, in addition to the inventory snapshot date.
The snapshot date can be the current date or an earlier date. In the latter case, the inventory is recalculated, making the process somewhat longer.
In all cases, the inventory refers to the inventory of the requested date, in the morning:
If a snapshot for the current date is requested at 3 p.m.
Any inventory movements carried out between midnight and 3 p.m. are taken into account in order to recalculate the inventory in the morning.
For example, quantities sold before 3 p.m. are included in the inventory.
If a snapshot is requested for an earlier date:
Any inventory movements carried out between the date/time of the request and the morning of the requested date are taken into account in order to recalculate the inventory.
For example, sales made on the requested date are included in the inventory.
Consider inventory movements
The “Consider inventory movements” option is important when calculating an inventory snapshot for an earlier date, in the event where an inventory was validated between
the current date and the snapshot date.
When this option is checked, the calculation includes any inventory correction movements resulting from said inventory (see the example shown in the wizard).
Valuation
You can select from the inventory snapshot valuation options:
- For the purchase price: The inventory last purchase price (LPA), the inventory weighted average purchase price (WAPP) or the item record purchase price (PP)
- For the cost price: The inventory last cost price (LCP), the inventory weighted average cost price (WACP) or the item record cost price (CP)
Step 2: Launch the process
The second and final step launches the process and displays the relevant report.
A number of checks are performed before the process is launched. These are identical to those carried out when generating an inventory statement (refer to section Inventory
Statements/Launching the Process..)
You can choose either to stop the procedure to rectify the issues, or choose to continue, in which case the snapshot will be displayed with a red date in the analyses.
This button is used to schedule the task for execution on the server. Thus the inventory snapshot can be configured using a relative date, which allows you to generate a
regular snapshot automatically. If you want to schedule a snapshot, you can view the process report from an event log record (event level 3 = inventory snapshots – P17).
Managing and using inventory snapshots
Viewing inventory snapshots
Back Office: Inventory - Processing - Inventory snapshots/Snapshot list
This feature displays the list of inventory snapshots available for each warehouse. Double-click on a line to access the details of the items in the relevant inventory snapshot.
Deleting inventory snapshots
Back Office: Inventory - Processing - Inventory snapshots/Snapshot list
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This feature displays the list of inventory snapshots available for each warehouse.
Select the inventory snapshot to delete with the space bar, and click the [Delete] button.
If you want to delete all the snapshots displayed, use the [Select all] button.
Viewing the snapshot detail
Back Office: Inventory - Processing - Inventory snapshots/Snapshot detail
This feature allows you to view directly the line details of the inventory snapshots for every warehouse and every item.
Using inventory snapshots
Back Office: Inventory – Query – Dashboard/Standards tab
Back Office: Inventory - Query - Inventory Cube/Additions tab
Inventory snapshots can be accessed in inventory cubes and dashboards via the “Inventory snapshot” criterion.
To view the quantity of the inventory snapshot, you must define the layout of the presentation used by adding the MIL_PHYSIQUE field to the available columns.
Exporting an inventory snapshot
Back Office: Data exchanges - Data export - Export inventory snapshots
This feature is used to export inventory snapshots, if the appropriate access right was granted to the users (refer to Managing Access Rights.)
Inventory Advanced Dashboard - Contents
Back Office: Inventory – Query – Dashboard
There are two inventory dashboards:
- Standard dashboard for inventory: Works with the DISPO table (availability) and enables you to retrieve additional information on inventory, sales, inventory movements
and inventory snapshots. The primary query is always based on the current inventory or on inventory at a certain date (following full or simplified inventory closure). It is not
possible, for example, to display an item that was sold over a given period if this is not included in current inventory.
- Advanced dashboard for inventory: The objective is to offer a new advanced dashboard optimally combining inventory, purchases, sales, inventory movements and
inventory snapshots. Note that archived movements are taken into account in this dashboard.
To use functions related to the advanced dashboard, enable user rights in menu Inventory (103): Inventory - Query - Advanced dashboard
Available selection criteria
Standards tab
Inventory tab
Documents tab
Pricing tab
Additional information
Data Consistency
Coefficient calculation
Dashboard generation time
List of fields
Available fields
Available Selection Criteria
Back Office: Inventory – Query – Dashboard / Advanced
The advanced dashboard offers the ability to combine selections based on inventory, inventory snapshots, and movements. The different selections that you make populate
two temporary tables, MTMPTVGENINT and MTMPTVGENRG. These tables are used directly by the dashboard. To ensure that it is as comprehensive as possible, this
dashboard takes dimensions into account.
Standards tab
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Using the standard selection criteria and your selected dimensions, this tab allows you to select the items that are to be taken into account: Three grouping categories are
offered, including:
- 8 item categories
- 15 user-defined item tables
- 2 user-defined item statistics
- Supplier code
- Sales divisions
- Collection, as well as the basic collection
In terms of the dashboard display in the case of grouping, the fields for the item record (item code, selling price, purchase price, etc.) are not displayed, and it is no longer
possible to make selections based on the Item field or on the basis of dimensions.
Six additional fields will be displayed – the three grouping fields and their corresponding descriptions. The grouping criteria are displayed when the criteria are printed out.
This concept of grouping allows you to optimize the dashboard layout. Once run, queries will return data that has already been added to the temporary table for the dashboard.
However, it is not possible to carry out price list evaluations as this would require adding the item details to the temporary table, evaluating the price lists, and the subsequent
grouping of the data. This would considerably slow down the process This means that once you select a field of type Grouping, the fields relating to price lists are reinitialized
and are no longer available for selection.
In the case of grouping, fields of type Dimension (size, color, etc.) and the Item field will no longer be made available for selection either.
It is also possible to use a filter and/or grouping by store :
- If no store grouping is active, and one or more stores have been selected, the list of warehouses will be reduced accordingly and statistics will be filtered according to the
stores selected.
- If a store grouping is active, the column corresponding to the grouping can be added to the presentation.
Inventory tab
This tab enables you to select inventory, inventory snapshots and the valuation type. Since priority is given to inventory snapshots, inventory closures are not provided for
selection. It is possible to select the current inventory (access to all fields in the inventory record) and a maximum of two separate inventory snapshots. This allows access to
the following:
- Inventory on the date of the snapshot
- Valuation based on LPP, WAPP, LCP, or WACP
For each of these selections relating to inventory, the Items in stock field allows you to select the following values: Negative inventory, positive inventory or zero stock. The
combination of these selections allows you to select all inventory levels, positive inventory only, negative inventory only, or inventory different from zero.
Warning!
Make sure the combination of selected criteria is coherent.
Example:
If you request positive inventory only for snapshot 1, it will still be possible to view items with zero or negative inventory for snapshot 1 if these items are currently in stock
and you have also requested to view items in stock for the current inventory.
Note that if items are displayed and are not taken from a snapshot, the date is not shown in the Snapshot date field for snapshot 1.
Documents tab
This tab allows you to make three different selections for each document type – sales, internal movements and purchases. This allows you for given type to request:
- Two different types of documents for the same period – for example, supplier orders and deliveries for the month M.
- The same type of document for 2 different periods – for example, deliveries for months M and M-1.
The Quantity field allows you to select the quantity to be taken into account:
- Initial quantity (GL_QTEINIT): Corresponds to the quantities that were entered when the document was first created.
- Quantity billed (GL_QTEFACT): Corresponds to the quantities entered for the last modification.
- Quantity remaining (GL_QTERESTE): Corresponds to the quantities remaining after the document has been converted to the next document type within the business chain.
Example:
This dashboard allows you to display the quantities delivered between two dates (selection no. 1 with GL_QTEFACT) as well as the outstanding order quantity for the same
period (selection no. 2 with GL_QTERESTE).
Note that the “Individual” checkbox allows you to select the sales documents that were saved for private customers (box checked) or for companies (box unchecked). You can
also choose to disregard this criterion (box empty.)
Each document type triggers a movement in a specific direction – entry or exit of merchandise. Because the selections are multi-type selections, merchandise entries are added
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and merchandise exits are subtracted.
Considering documents of type Sales
Considering documents of type Purchases
Considering documents of type Movements
Pricing tab
The selling prices and purchase prices accessible on the dashboards are the prices stored in the item record. You can therefore obtain the selling price by selecting either the
LPP, WAPP, LCP or WACP price from the inventory record.
Two fields from the Pricing tab are also provided on the advanced dashboard to display purchase price lists or sales price lists. It is also possible to display the selling price
inclusive of tax and the purchase price exclusive of tax as retrieved from the price list management function. The price list type (purchase or selling), the price list, and the
price list date can be specified. The settings used for retrieving the price list for an item are as follows:
- Item code
- Price list date
Type
Description
Document direction
Credit note document
+ or -
AVC
Customer credit note
Both
Yes
-
AVS
Credit on inventory
Output
Yes
-
BLC
Customer delivery
Output
No
+
CC
Customer order
Output
No
+
CDI
Available order
Output
No
+
DE
Trade command
Output
No
+
FAC
Customer invoice
Output
No
+
FAF
Financial customer invoice
Output
No
+
FFA
Receipt on hold
Output
No
+
FFO
Receipt
Output
No
+
PRE
Delivery preparation
Output
No
+
PRO
Pro-forma invoice
Output
No
+
RDI
Customer reservations
Output
No
+
Type
Description
Document direction
Credit note document
+ or -
AAF
Request for financial credit
note
Input
Yes
-
AF
Supplier financial credit
note
Input
Yes
-
AFF
Supplier invoice notice
Input
No
+
AFS
Supplier credit note on
inventory
Input
Yes
-
ALF
Delivery notice
Input
No
+
BFA
Supplier return
Input
Yes
-
BLF
Supplier receipt
Input
No
+
CF
Supplier order
Input
No
+
DEF
Purchase order proposal
Input
No
+
FCF
Replenishment order
Input
No
+
FF
Supplier invoice
Input
No
+
FFF
Financial supplier invoice
Input
No
+
Type
Description
Document direction
Credit note document
+ or -
DTR
Transfer request
Both
No
-
TEM
Sent transfer
Output
No
-
TRE
Received transfer
Input
No
+
TRV
Transfer notice
Input
No
-
EEX
Special inputs
Input
No
+
SEX
Special outputs
Output
No
-
INV
Inventory discrepancies (1)
Input
No
+
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- Selling / purchase price code
The choice of price list is determined by user restrictions applied to price lists.
Warning!
The price lists (if specified as criteria) are evaluated for each of the items returned by the selection. Depending on the number of items returned on the dashboard, processing
time may be longer compared with the current dashboard. Standard price list searches are used, which ensures that the price is always correct, regardless of the price list type
(generic item, dimensioned item, discounted price, etc.) If you generate an advance dashboard grouped by item (item dimension checkboxes not checked), the price list for the
generic item is returned. In terms of dimensions, any deviating price lists are ignored.
Additional Information on Inventory Advanced Dashboard
Data Consistency
A check has been added to verify that all stores linked to a warehouse have the same subsidiary.
Warning!
It is not always a good idea to select multiple document types within the same selection, especially if they follow each other in the business chain.
Example:
For a purchase period in a given month, an initial quantity of 50 is entered on a purchase order. The quantity is then changed to 100, and all 100 items are recorded as
deliveries in the database. These deliveries have not been converted to a supplier invoice yet.
Selecting CF+BLF together with QTEFACT and QTEINIT will return an incoherent result, whereas the selection of QTERESTE corresponds correctly to the 100 units that
were actually ordered and delivered in full. You therefore need to make sure that the requested quantity criteria and document types are consistent.
Coefficient calculation
The calculation of coefficients can only be accessed when the selection is made based on a purchase period by checking the corresponding criterion. The selection of a sales
period is also necessary for the calculation. The following 3 coefficients are available for the 2 selection periods:
- Coeff. Sales qty purchase: Sales/purchase period quantity
- Coeff. Stock qty purchase: Physical inventory/purchase period quantity
- Coeff. Purchase/sale valuation : (Purchase period qty X Purchase period amount tax excluded)/(Sales period qty X Sales period amount, tax included)
Dashboard generation time
Each time you make an inventory or document selection, two queries are triggered:
- An INSERT query for inserting records that have not yet been added to the temporary table.
- An UPDATE query for updating records that are already included in the table.
The time required to generate the dashboard is therefore dependent on the number of selections made.
These requests are run each time a change is made to the selection criteria, and the specific fields for the selected criteria are made available on the dashboard. However, if
you choose to display new fields on the dashboard, the requests are not run again since the temporary table has already been generated.
We therefore recommend limiting the period of time corresponding to the first selection. You can then work on the display format, save it, and then run the final process for a
longer period of time.
An intermediary screen allows you to track the progress of the individual steps in the process.
Inventory Advanced Dashboard - List of Fields
The list of fields available for the dashboard layout changes according to the selection criteria.
Documents tab
Fields with the following suffixes appear in the Documents tab:
- A1 or purchase 1: concerns purchase documents selection 1
Selection
#1
QTEINIT
QTEFACT
QTERESTE
CF
50
100
0
BLF
100
100
100
CF+BLF
150
200
100
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- A2 or purchase 2: concerns purchase documents selection 2
- V1 or sales 1: concerns selection 1 for sales documents
- V2 or sales 2: concerns selection 2 for sales documents
- M1 or mvt 1: concerns selection 1 for internal movement documents
- M2 or mvt 2: concerns selection 2 for internal movement documents
Inventory tab
Fields with the following suffixes appear in the Inventory tab:
-|1 or snapshot 1: concerns the selection of inventory snapshot 1
- I1 or snapshot 2: concerns the selection of inventory snapshot 1
- ST or undefined suffix: concerns the selection of current inventory
Currency management
This dashboard also integrates elements from the multi-currency reporting function. It is therefore possible to query valuation fields expressed in the same currency, referred
to as the conversion currency. The fields available on the dashboard display can be identified as follows:
- Fields with a CON suffix are valued in the requested conversion currency.
- Fields with an ETAB or ETA suffix are valued in the currency of the relevant store.
- Fields with an FIL suffix (subsidiary) are valued in the currency of the relevant affiliated store . By default, they are expressed in the currency of the folder.
- Fields with a DOS suffix are valued in the currency of the folder.
Depending on the options checked in the various tabs, click here to view the available fields.
Inventory Advanced Dashboard - Available Fields
Note that when grouping, the GA_XXX and GA2_XXX fields are not available.
Description
Field name
Comments
Item
MZS_ARTICLE
In the case of grouping, this field is not available. Otherwise, it corresponds to
the item code (e.g. C19331), provided you have not selected a dimension. If
you have selected a dimension, it displays as the item ID (e.g. C19331 001002
X) otherwise.
Warehouse
MZS_DEPOT
Warehouse
Inventory
MZS_PHYSIQUE
Inventory total: Physical
Front Office sales
MZS_VENTEFFO
Inventory total: Front Office Sales
Customer invoiced
MZS_FACTURECLI
Inventory total: Customer Invoiced
Delivered to customer
MZS_LIVRECLIENT
Inventory total: Customer delivered
Available for customer
MZS_DISPOCLI
Inventory total: Customer availability
Delivery preparation
MZS_PREPACLI
Inventory total: Delivery preparation
ORLI preparation
MZS_PREPAORLI
Inventory total: ORLI preparation
Customer ordered
MZS_RESERVECLI
Inventory total: Customer ordered
Credit on inventory
MZS_AVOIRSTOCK
Inventory total: Credit on stock
Supplier invoiced
MZS_FACTUREFOU
Inventory total: Supplier Invoiced
Supplier delivered
MZS_LIVREFOU
Inventory total: Supplier delivered
Ordered from supplier
MZS_RESERVEFOU
Inventory total: Ordered from supplier
Supplier credit note on inventory
MZS_AVOIRFOUSTOCK
Inventory total: Supplier credit on stock
Supplier return
MZS_RETOURFOURN
Inventory total: Supplier return
Inventory transfer
MZS_TRANSFERT
Inventory total: inventory transfer
Input/output
MZS_ENTREESORTIES
Inventory total: Inputs/Outputs
Inventory discrepancy
MZS_ECARTINV
Inventory total: Inventory discrepancy
Quantity 1 - inventory
MZS_QTE1
Quantity 1 – inventory (GQ_QTE1)
Quantity 2 - inventory
MZS_QTE2
Quantity 2 – inventory (GQ_QTE2)
Sold
MZS_VENDU
Calculated field =
GQ_VENTEFFO+GQ_FACTURECLI+GQ_LIVRECLIENT
Net inventory
MZS_STOCKNET
Calculated field = GQ_PHYSIQUE+GQ_RESERVEFOU -
GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI
Store currency LPP
MZS_DPAETAST
Calculated field = Sum(GQ_DPA*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)
Store currency LCP
MZS_DPRETAST
Calculated field = Sum(GQ_DPR*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)
Store currency WAPP
MZS_PMAPETAST
Calculated field = Sum(GQ_PMAP*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)
Store currency WACP
MZS_PMRPETAST
Calculated field = Sum(GQ_PMRP*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)
Inventory valued at store currency LPP
MZS_STODPAETAST
Calculated field = Sum(GQ_DPA*GQ_PHYSIQUE)
Inventory valued at store currency LCP
MZS_STODPRETAST
Calculated field = Sum(GQ_DPR*GQ_PHYSIQUE)
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Inventory valued at store currency
WAPP
MZS_STOPMAPETAST
Calculated field = Sum(GQ_PMAP*GQ_PHYSIQUE)
Inventory valued at store currency
WACP
MZS_STOPMRPETAST
Calculated field = Sum(GQ_PMRP*GQ_PHYSIQUE)
Net inventory valued at store currency
LCP
MZS_NETDPRST
Calculated field = Sum(GQ_DPA * (GQ_PHYSIQUE + GQ_RESERVEFOU
- GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI))
Net inventory valued at store currency
LPP
MZS_NETDPAST
Calculated field = Sum(GQ_DPR * (GQ_PHYSIQUE + GQ_RESERVEFOU
- GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI))
Net inventory valued at store currency
WAPP
MZS_NETPMAPST
Calculated field = Sum(GQ_PMAP * (GQ_PHYSIQUE +
GQ_RESERVEFOU - GQ_RESERVECLI - GQ_DISPOCLI -
GQ_PREPACLI))
Net inventory valued at store currency
WACP
MZS_NETPMRPST
Calculated field = Sum(GQ_PMRP * (GQ_PHYSIQUE +
GQ_RESERVEFOU - GQ_RESERVECLI - GQ_DISPOCLI -
GQ_PREPACLI))
Selected currency rate - inventory
MZS_COTATIONCONST
A search is carried out for the conversion rate between the store currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the current date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Folder currency rate - inventory
MZS_COTATIONDOSST
A search is carried out for the conversion rate between the folder currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the current date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Subsidiary currency rate - inventory
MZS_COTATIONFILST
A search is carried out for the conversion rate between the subsidiary currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the current date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Received valued at LPP - Store
currency
DPAETAST_RECU_FOURN
Calculated field = MZS_LIVREFOU * MZS_DPAETAST. Total calculated in
case of grouping.
Transfer valued at LPP - Store currency
DPAETAST_TRANSFERE
Calculated field = MZS_TRANSFERT * MZS_DPAETAST. Total calculated
in case of grouping.
Inputs/outputs valued at LPP - Store
currency
DPAETAST_ENTREESORTIE
Calculated field = MZS_ENTREESORTIES * MZS_DPAETAST. Total
calculated in case of grouping.
Inventory valued at store currency LPP
DPAETAST_STOCK
Calculated field = MZS_PHYSIQUE * MZS_DPAETAST. Total calculated in
case of grouping.
Ordered by customer valued at LPP -
Store currency
DPAETAST_RESA_CLIENT
Calculated field = MZS_RESERVECLI * MZS_DPAETAST. Total calculated
in case of grouping.
Available for customer valued at LPP -
Store currency
DPAETAST_DISPO_CLIENT
Calculated field = MZS_DISPOCLI * MZS_DPAETAST. Total calculated in
case of grouping.
Ordered by supplier valued at LPP -
Store currency
DPAETAST_CDE_FOURN
Calculated field = MZS_RESERVEFOU * MZS_DPAETAST Total
calculated in case of grouping.
Delivery preparation valued at LPP -
Store currency
DPAETAST_PREPA_CLIENT
Calculated field = MZS_PREPACLI * MZS_DPAETAST. Total calculated in
case of grouping.
ORLI preparation valued at LPP - Store
currency
DPAETAST_PREPA_ORLI
Calculated field = MZS_PREPAORLI * MZS_DPAETAST. Total calculated
in case of grouping.
Supplier credit note on inventory valued
at LPP - Store currency
DPAETAST_AVOIRFOURNSTOCK
Calculated field = MZS_AVOIRFOUSTOCK * MZS_DPAETAST. Total
calculated in case of grouping.
Credit on inventory LPP valuation -
Store currency
DPAETAST_AVOIRSTOCK
Calculated field = MZS_AVOIRSTOCK * MZS_DPAETAST. Total
calculated in case of grouping.
Inventory discrepancy valued at LPP -
Store currency
DPAETAST_ECARTINV
Calculated field = MZS_ECARTINV * MZS_DPAETAST. Total calculated in
case of grouping.
Invoiced to customer valued at LPP -
Store currency
DPAETAST_FACTURECLI
Calculated field = MZS_FACTURECLI * MZS_DPAETAST. Total
calculated in case of grouping.
Invoiced by supplier valued at LPP -
Store currency
DPAETAST_FACTUREFOU
Calculated field = MZS_FACTUREFOU * MZS_DPAETAST. Total
calculated in case of grouping.
Supplier return valued at LPP - Store
currency
DPAETAST_RETOURFOURN
Calculated field = MZS_RETOURFOURN * MZS_DPAETAST. Total
calculated in case of grouping.
Delivered to customer valued at LPP -
Store currency
DPAETAST_LIVRECLIENT
Calculated field = MZS_LIVRECLIENT * MZS_DPAETAST. Total
calculated in case of grouping.
Front Office sales valued at LPP - Store
currency
DPAETAST_VENTEFFO
Calculated field = MZS_VENTEFFO * MZS_DPAETAST. Total calculated
in case of grouping.
Quantity 1 inventory valued at LPP -
Store currency
DPAETAST_QTE1
Calculated field = MZS_QTE1 * MZS_DPAETAST. Total calculated in case
of grouping.
Quantity 2 inventory valued at LPP -
Store currency
DPAETAST_QTE2
Calculated field = MZS_QTE2 * MZS_DPAETAST. Total calculated in case
of grouping.
Sold valued at LPP - Store currency
DPAETAST_VENDU
Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *
MZS_DPAETAST. Total calculated in case of grouping.
Net inventory valued at store currency
LPP
DPAETAST_STOCK_NET
Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –
MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *
MZS_DPAETAST. Total calculated in case of grouping.
Inventory valued at LPP - Converted
DPA_PHYSIQUECON
Calculated field = MZS_PHYSIQUE * MZS_DPAETAST *
MZS_COTATIONCONST. Total calculated in case of grouping.
Received valued at LCP - Store
currency
DPRETAST_RECU_FOURN
Calculated field = MZS_LIVREFOU * MZS_DPRETAST. Total calculated in
case of grouping.
Transfer valued at LCP - Store currency
DPRETAST_TRANSFERE
Calculated field = MZS_TRANSFERT * MZS_DPRETAST. Total calculated
in case of grouping.
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Inputs/outputs valued at LPP - Store
currency
DPRETAST_ENTREESORTIE
Calculated field = MZS_ENTREESORTIES * MZS_DPRETAST. Total
calculated in case of grouping.
Inventory valued at store currency LCP
DPRETAST_STOCK
Calculated field = MZS_PHYSIQUE * MZS_DPRETAST. Total calculated in
case of grouping.
Ordered by customer valued at LCP -
Store currency
DPRETAST_RESA_CLIENT
Calculated field = MZS_RESERVECLI * MZS_DPAETAST. Total calculated
in case of grouping.
Available for customer valued at LCP -
Store currency
DPRETAST_DISPO_CLIENT
Calculated field = MZS_DISPOCLI * MZS_DPRETAST. Total calculated in
case of grouping.
Ordered from supplier valued at LCP -
Store currency
DPRETAST_CDE_FOURN
Calculated field = MZS_RESERVECLI * MZS_DPRETAST. Total calculated
in case of grouping.
Delivery preparation valued at LCP -
Store currency
DPRETAST_PREPA_CLIENT
Calculated field = MZS_PREPACLI * MZS_DPRETAST. Total calculated in
case of grouping.
ORLI preparation valued at LCP - Store
currency
DPRETAST_PREPA_ORLI
Calculated field = MZS_PREPAORLI * MZS_DPRETAST. Total calculated
in case of grouping.
Supplier credit note on inventory valued
at LCP - Store currency
DPRETAST_AVOIRFOURNSTOCK
Calculated field = MZS_AVOIRFOUSTOCK * MZS_DPRETAST. Total
calculated in case of grouping.
Credit on inventory LCP valuation -
Store currency
DPRETAST_AVOIRSTOCK
Calculated field = MZS_AVOIRSTOCK * MZS_DPRETAST. Total
calculated in case of grouping.
Inventory discrepancy valued at LCP -
Store currency
DPRETAST_ECARTINV
Calculated field = MZS_ECARTINV * MZS_DPRETAST. Total calculated in
case of grouping.
Invoiced to customer valued at LCP -
Store currency
DPRETAST_FACTURECLI
Calculated field = MZS_FACTURECLI * MZS_DPRETAST. Total calculated
in case of grouping.
Invoiced by supplier valued at LCP -
Store currency
DPRETAST_FACTUREFOU
Calculated field = MZS_FACTUREFOU* MZS_DPRETAST. Total
calculated in case of grouping.
Supplier return valued at LCP - Store
currency
DPRETAST_RETOURFOURN
Calculated field = MZS_RETOURFOURN * MZS_DPRETAST. Total
calculated in case of grouping.
Delivered to customer valued at LCP -
Store currency
DPRETAST_LIVRECLIENT
Calculated field = MZS_LIVRECLIENT * MZS_DPRETAST. Total
calculated in case of grouping.
Front Office sales valued at LCP - Store
currency
DPRETAST_VENTEFFO
Calculated field = MZS_VENTEFFO * MZS_DPRETAST. Total calculated in
case of grouping.
Quantity 1 inventory valued at LCP -
Store currency
DPRETAST_QTE1
Calculated field = MZS_QTE1 * MZS_DPRETAST. Total calculated in case
of grouping.
Quantity 2 inventory valued at LCP -
Store currency
DPRETAST_QTE2
Calculated field = MZS_QTE2 * MZS_DPRETAST. Total calculated in case
of grouping.
Sold valued at LCP - Store currency
DPRETAST_VENDU
Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *
MZS_DPRETAST. Total calculated in case of grouping.
Net inventory valued at store currency
LCP
DPRETAST_STOCK_NET
Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –
MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *
MZS_DPRETAST. Total calculated in case of grouping.
Inventory valued at LCP - Converted
DPR_PHYSIQUECON
Calculated field = MZS_PHYSIQUE * MZS_DPRETAST *
MZS_COTATIONCONST. Total calculated in case of grouping.
Received valued at WAPP - Store
currency
PMAPETAST_RECU_FOURN
Calculated field = MZS_LIVREFOU * MZS_DPRETAST. Total calculated in
case of grouping.
Transfer valued at WAPP - Store
currency
PMAPETAST_TRANSFERE
Calculated field = MZS_TRANSFERT * MZS_DPSAETAST. Total
calculated in case of grouping.
Inputs/outputs valued at WAPP - Store
currency
PMAPETAST_ENTREESORTIE
Calculated field = MZS_ENTREESORTIES * MZS_PMAPETAST. Total
calculated in case of grouping.
Inventory valued at store currency
WAPP
PMAPETAST_STOCK
Calculated field = MZS_PHYSIQUE * MZS_PMAPETAST. Total calculated
in case of grouping.
Ordered by customer valued at WAPP -
Store currency
PMAPETAST_RESA_CLIENT
Calculated field = MZS_RESERVECLI * MZS_PMAPETAST. Total
calculated in case of grouping.
Available for customer valued at WAPP
- Store currency
PMAPETAST_DISPO_CLIENT
Calculated field = MZS_DISPOCLI * MZS_PMAPETAST. Total calculated
in case of grouping.
Ordered by supplier valued at WAPP -
Store currency
PMAPETAST_CDE_FOURN
Calculated field = MZS_RESERVEFOU * MZS_PMAPETAST. Total
calculated in case of grouping.
Delivery preparation valued at WAPP –
Store currency
PMAPETAST_PREPA_CLIENT
Calculated field = MZS_PREPACLI * MZS_PMAPETAST. Total calculated
in case of grouping.
ORLI preparation valued at Store
currency WAPP - Store currency
PMAPETAST_PREPA_ORLI
Calculated field = MZS_PREPAORLI * MZS_PMAPETAST. Total
calculated in case of grouping.
Supplier credit note on inventory valued
at WAPP - Store currency
PMAPETAST_AVOIRFOURNSTOCK
Calculated field = MZS_AVOIRFOUSTOCK * MZS_PMAPETAST. Total
calculated in case of grouping.
Credit on inventory valued at WAPP -
Store currency
PMAPETAST_AVOIRSTOCK
Calculated field = MZS_AVOIRSTOCK * MZS_PMAPETAST. Total
calculated in case of grouping.
Inventory discrepancy valued at WAPP
- Store currency
PMAPETAST_ECARTINV
Calculated field = MZS_TRANSFERT * MZS_PMAPETAST. Total
calculated in case of grouping.
Invoiced to customer valued at WAPP -
Store currency
PMAPETAST_FACTURECLI
Calculated field = MZS_FACTURECLI * MZS_PMAPETAST. Total
calculated in case of grouping.
Invoiced by supplier valued at WAPP -
Store currency
PMAPETAST_FACTUREFOU
Calculated field = MZS_FACTUREFOU* MZS_PMAPETAST. Total
calculated in case of grouping.
Supplier return valued at WAPP - Store
currency
PMAPETAST_RETOURFOURN
Calculated field = MZS_RETOURFOURN * MZS_PMAPETAST. Total
calculated in case of grouping.
Delivered to customer valued at WAPP
- Store currency
PMAPETAST_LIVRECLIENT
Calculated field = MZS_LIVRECLIENT * MZS_PMAPETAST. Total
calculated in case of grouping.
Front Office sales valued at WAPP -
Store currency
PMAPETAST_VENTEFFO
Calculated field = MZS_VENTEFFO * MZS_PMAPETAST. Total calculated
in case of grouping.
Quantity 1 inventory valued at WAPP -
Store currency
PMAPETAST_QTE1
Calculated field = MZS_QTE1 * MZS_PMAPETAST. Total calculated in
case of grouping.
Quantity 2 inventory valued at WAPP -
Store currency
PMAPETAST_QTE2
Calculated field = MZS_QTE2 * MZS_PMAPETAST. Total calculated in
case of grouping.
Sold valued at WAPP - Store currency
PMAPETAST_VENDU
Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *
MZS_PMAPETAST. Total calculated in case of grouping.
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Net inventory valued at store currency
WAPP
PMAPETAST_STOCK_NET
Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –
MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *
MZS_PMAPETAST. Total calculated in case of grouping.
Inventory valued at WAPP - Converted
PMAP_PHYSIQUECON
Calculated field = MZS_PHYSIQUE * MZS_PMAPETAST *
MZS_COTATIONCONST. Total calculated in case of grouping.
Received valued at WACP - Store
currency
PMRPETAST_RECU_FOURN
Calculated field = MZS_LIVREFOU * MZS_PMRPETAST. Total calculated
in case of grouping.
Transfer valued at WACP - Store
currency
PMRPETAST_TRANSFERE
Calculated field = MZS_TRANSFERT * MZS_PMRPETAST. Total
calculated in case of grouping.
Input/output valued at WACP - Store
currency
PMRPETAST_ENTREESORTIE
Calculated field = MZS_ENTREESORTIES * MZS_PMPPETAST. Total
calculated in case of grouping.
Inventory valued at store currency
WACP
PMRPETAST_STOCK
Calculated field = MZS_PHYSIQUE * MZS_PMRPETAST. Total calculated
in case of grouping.
Ordered by customer valued at WACP -
Store currency
PMRPETAST_RESA_CLIENT
Calculated field = MZS_RESERVECLI * MZS_PMRPETAST. Total
calculated in case of grouping.
Available for customer valued at
WACP - Store currency
PMRPETAST_DISPO_CLIENT
Calculated field = MZS_DISPOCLI * MZS_PMRPETAST. Total calculated
in case of grouping.
Supplier ordered valued at WACP -
Store currency
PMRPETAST_CDE_FOURN
Calculated field = MZS_RESERVEFOU * MZS_PMRPETAST. Total
calculated in case of grouping.
Delivery preparation valued at WACP -
Store currency
PMRPETAST_PREPA_CLIENT
Calculated field = MZS_PREPACLI * MZS_PMRPETAST. Total calculated
in case of grouping.
ORLI preparation valued at WACP -
Store currency
PMRPETAST_PREPA_ORLI
Calculated field = MZS_PREPAORLI * MZS_PMRPETAST. Total calculated
in case of grouping.
Supplier credit note on inventory valued
at WACP - Store currency
PMRPETAST_AVOIRFOURNSTOCK
Calculated field = MZS_AVOIRFOUSTOCK * MZS_PMRPETAST. Total
calculated in case of grouping.
Credit on inventory values at WACP -
Store currency
PMRPETAST_AVOIRSTOCK
Calculated field = MZS_AVOIRSTOCK * MZS_PMRPETAST. Total
calculated in case of grouping.
Inventory discrepancy valued at WACP
- Store currency
PMRPETAST_ECARTINV
Calculated field = MZS_ECARTINV * MZS_PMRPETAST. Total calculated
in case of grouping.
Invoiced to customer valued at WACP -
Store currency
PMRPETAST_FACTURECLI
Calculated field = MZS_FACTURECLI * MZS_PMRPETAST. Total
calculated in case of grouping.
Invoiced by supplier valued at WACP -
Store currency
PMRPETAST_FACTUREFOU
Calculated field = MZS_FACTUREFOU * MZS_PMRPETAST. Total
calculated in case of grouping.
Supplier return valued at WACP - Store
currency
PMRPETAST_RETOURFOURN
Calculated field = MZS_RETOURFOURN * MZS_PMRPETAST. Total
calculated in case of grouping.
Delivered to customer valued at WACP
- Store currency
PMRPETAST_LIVRECLIENT
Calculated field = MZS_LIVRECLIENT * MZS_PMRPETAST. Total
calculated in case of grouping.
Front Office sales valued at WACP -
Store currency
PMRPETAST_VENTEFFO
Calculated field = MZS_VENTEFFO * MZS_PMRPETAST. Total calculated
in case of grouping.
Quantity 1 inventory valued at WACP -
Store currency
PMRPETAST_QTE1
Calculated field = MZS_QTE1 * MZS_PMRPETAST. Total calculated in case
of grouping.
Quantity 2 inventory valued at WACP -
Store currency
PMRPETAST_QTE2
Calculated field = MZS_QTE2 * MZS_PMRPETAST. Total calculated in case
of grouping.
Sold valued at WACP - Store currency
PMRPETAST_VENDU
Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *
MZS_PMRPETAST. Total calculated in case of grouping.
Net inventory valued at store currency
WACP
PMRPETAST_STOCK_NET
Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –
MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *
MZS_PMRPETAST. Total calculated in case of grouping.
Inventory valued at WACP - Converted
PMRP_PHYSIQUECON
Calculated field = MZS_PHYSIQUE * MZS_PMRPETAST *
MZS_COTATIONCONST. Total calculated in case of grouping.
Price list selection 1
MZS_TARIF1
Price list found for selection 1. In the case of grouping, this field is not
available.
Selected currency rate - price list 1
MZS_COTATIONCONT1
A search is carried out for the conversion rate between the price list currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Subsidiary currency rate -price list 1
MZS_COTATIONFILT1
A search is carried out for the conversion rate between the subsidiary currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Folder currency rate - price list 1
MZS_COTATIONDOST1
A search is carried out for the conversion rate between the folder currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Inv. valuation of selected price list 1
PHYSIQUE_TAR1
Calculated field = MZS_PHYSIQUE * MZS_TARIF1. In the case of
grouping, this field is not available.
Inv. valuation of selected price list 1 -
Converted
PHYSIQUE_TAR_CON1
Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *
MZS_COTATIONCONT1. In the case of grouping, this field is not available.
Inv. valuation of selected price list 1 -
Subsidiary currency
PHYSIQUE_TAR_FIL1
Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *
MZS_COTATIONFILT1. In the case of grouping, this field is not available.
Inv. valuation of selected price list 1 -
Store currency
PHYSIQUE_TAR_DOS1
Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *
MZS_COTATIONDOST1. In the case of grouping, this field is not available.
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Price list selection 2
MZS_TARIF2
Price list found for selection 2. In the case of grouping, this field is not
available.
Selected currency rate - price list 2
MZS_COTATIONCONT2
A search is carried out for the conversion rate between the price list currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Subsidiary currency rate -price list 2
MZS_COTATIONFILT2
A search is carried out for the conversion rate between the subsidiary currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Folder currency rate - price list 2
MZS_COTATIONDOST2
A search is carried out for the conversion rate between the folder currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either the date entered on the
“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on
the “Currencies” tab.
Inv. valuation of selected price list 1 2
PHYSIQUE_TAR2
Calculated field = MZS_PHYSIQUE * MZS_TARIF2. In the case of
grouping, this field is not available.
Inv. valuation of selected price list 1 2 -
Converted
PHYSIQUE_TAR_CON2
Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *
MZS_COTATIONCONT2. In the case of grouping, this field is not available.
Inv. valuation of selected price list 2 -
Subsidiary currency
PHYSIQUE_TAR_FIL2
Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *
MZS_COTATIONFILT2. In the case of grouping, this field is not available.
Inv. valuation of selected price list 2 -
Store currency
PHYSIQUE_TAR_DOS2
Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *
MZS_COTATIONDOST2. In the case of grouping, this field is not available.
Location
MZS_EMPLACEMENT
Location. In the case of grouping, this field is not available.
Warehouse type
GDE_TYPEDEPOT
Warehouse type
Item Code
GA_CODEARTICLE
Item code (e.g. C19331)
Item type
GA_TYPEARTICLE
Item type (MAR, FI, etc.)
Closed item
GA_FERME
Closed item
Item main supplier
GA_FOURNPRINC
Item supplier
Sales division
GA_DOMAINE
Sales division
Collection
GA_COLLECTION
Item collection
Basic collection
GA2_COLLECTIONBAS
Basic collection for the item
Item categories - level 1 to 8
GA_FAMILLENIV1 à 3 et
GA2_FAMILLENIV4 à 8
Item categories
User-defined tables - item 1 to 10
GA_LIBREART1 à A et
GA2_LIBREARTB à F
User-defined tables - item
User-defined dates - item 1 to 3
GA_DATELIBRE1 à 3
User-defined dates - item
User-defined amounts - item 1 to 3
GA_VALLIBRE1 à 3
User-defined amounts – item
User-defined decisions - item 1 to 15
GA_BOOLLIBRE1 à 3 et
GA2_BOOLLIBRE4 à F
Item user-defined decisions
User-defined texts - item 1 to 3
GA_CHARLIBRE1 à 3
User-defined texts - item
Additional designation item
GA_DESIGNATION1
Additional item description
Item purchase price - Tax excl.
GA_PAHT
Item purchase price - Tax excl.
Item cost price - Tax excl.
GA_PRHT
Item cost price - Tax excl.
Trading price - Tax excl.
GA_PVHT
Item sales price - Tax excl.
Retail price - Tax incl.
GA_PVTTC
Item sales price - Tax incl.
Size_Row1
TAILLE_RANG1
Row of dimension 1 In the case of grouping, this field is not available.
Size
TAILLE
Dimension description In the case of grouping, this field is not available.
Dimension grid 1
GA_GRILLEDIM1
Dimension grid 1
Size_DimORLI1
TAILLE_DIMORLI1
ORLI dimension In the case of grouping, this field is not available.
Color_Row2
COULEUR_RANG2
Row of dimension 2 In the case of grouping, this field is not available.
Color
COULEUR
Dimension description In the case of grouping, this field is not available.
Dimension grid 2
GA_GRILLEDIM2
Dimension grid 2
Color_DimORLI2
COULEUR_DIMORLI2
ORLI dimension In the case of grouping, this field is not available.
Length_Row3
LONGUEUR_RANG3
Row of dimension 3 In the case of grouping, this field is not available.
Length
LONGUEUR
Dimension description In the case of grouping, this field is not available.
Dimension grid 3
GA_GRILLEDIM3
Dimension grid 3
Length_ DimORLI3
LONGUEUR_DIMORLI3
ORLI dimension In the case of grouping, this field is not available.
Cup_Row4
BONNET_RANG4
Row of dimension 4 In the case of grouping, this field is not available.
Cup
BONNET
Dimension description In the case of grouping, this field is not available.
Dimension grid 4
GA_GRILLEDIM4
Dimension grid 4
Cup_DimORLI4
BONNET_DIMORLI4
ORLI dimension In the case of grouping, this field is not available.
Raw Material_Row5
MATIERE_RANG5
Row of dimension 5 In the case of grouping, this field is not available.
Raw Material
MATIERE
Dimension description In the case of grouping, this field is not available.
Dimension grid 5
GA_GRILLEDIM5
Dimension grid 5
Raw Material_DimORLI5
MATIERE_DIMORLI5
ORLI dimension In the case of grouping, this field is not available.
Sales quantity 1
MZS_QTEPIECEV1
On the “Documents” tab, depending on value of “quantity” field, Sum
(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for
sales documents.
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
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Selected currency rate - sale 1
MZS_COTATIONCONV1
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation - sale
1
MZS_MTHTETAV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) sales documents
Subsidiary currency tax excl. valuation -
sale 1
MZS_MTHTFILV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for sales documents.
Folder currency tax excl. valuation -
sale 1
MZS_MTHTDOSV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for sales documents.
Store currency tax incl. valuation - sale
1
MZS_MTTTCETAV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for sales documents
Subsidiary currency tax incl. valuation -
sale 1
MZS_MTTTCFILV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for sales documents.
Folder currency tax incl. valuation - sale
1
MZS_MTTTCDOSV1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for sales documents.
Tax excl. valuation - Converted - Sales
period 1
MZS_MTHTCONV1
Calculated field = MZS_MTHTETAV1 * MZS_COTATIONCONV1. Total
calculated in case of grouping.
Tax incl. valuation - Converted - Sales
period 1
MZS_MTTTCCONV1
Calculated field = MZS_MTTTCETAV1 * MZS_COTATIONCONV1. Total
calculated in case of grouping.
Store currency LPP valuation - sale 1
MZS_MTDPAETAV1
Depending on value of “Quantity” field, the calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for sales documents.
Subsidiary currency LPP valuation -
sale 1
MZS_MTDPAFILV1
Depending on value of “Quantity” field, the calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL)
Folder currency LPP valuation - sale 1
MZS_MTDPADOSV1
Depending on value of “Quantity” field, the calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS)
Valuation at LPP - Converted - Sales
period 1
MZS_MTDPACONV1
Calculated field = MZS_MTDPAETAV1 * MZS_COTATIONCONV1. Total
calculated in case of grouping.
Store currency LCP valuation - sale 1
MZS_MTDPRETAV1
Depending on value of “Quantity” field, the calculation is as follows: Sum
(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for sales documents
Subsidiary currency LCP valuation -
sale 1
MZS_MTDPRFILV1
Depending on value of “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *
GL_COTATIONFIL) for sales documents
Folder currency LCP valuation - sale 1
MZS_MTDPRDOSV1
Depending on value of “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for sales documents
Valuation at LCP - Converted - Sales
period 1
MZS_MTDPRCONV1
Calculated field = MZS_MTDPRETAV1 * MZS_COTATIONCONV1. Total
calculated in case of grouping.
Store currency WAPP valuation - sale 1
MZS_MTPMAPETAV1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for sales documents
Subsidiary currency WAPP valuation -
sale 1
MZS_MTPMAPFILV1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents
Depending on the value of the “Quantity” field, calculation is as follows:
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Folder currency WAPP valuation - sale
1
MZS_MTPMAPDOSV1
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for sales documents
Valuation at WAPP - Converted - Sales
period 1
MZS_MTPMAPCONV1
Calculated field = MZS_MTPMAPETAV1 * MZS_COTATIONCONV1.
Total calculated in case of grouping.
Store currency WACP valuation - sale 1
MZS_MTPMRPETAV1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for sales documents.
Subsidiary currency WACP valuation -
sale 2
MZS_MTPMRPFILV1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents
Folder currency WACP valuation - sale
1
MZS_MTPMRPDOSV1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) ou Sum
(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)
for sales documents.
Valuation at WACP - Converted - Sales
period 1
MZS_MTPMRPCONV1
Calculated field = MZS_MTPMRPETAV1 * MZS_COTATIONCONV1.
Total calculated in case of grouping.
Sales quantity 2
MZS_QTEPIECEV2
On the “Documents” tab, depending on value of “quantity” field, Sum
(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for
sales documents.
Selected currency rate - sale 2
MZS_COTATIONCONV2
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation - sale
2
MZS_MTHTETAV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) sales documents
Subsidiary currency tax excl. valuation -
sale 2
MZS_MTHTFILV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for sales documents.
Folder currency tax excl. valuation -
sale 2
MZS_MTHTDOSV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for sales documents.
Store currency tax incl. valuation - sale
2
MZS_MTTTCETAV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for sales documents.
Subsidiary currency tax incl. valuation -
sale 2
MZS_MTTTCFILV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for sales documents.
Folder currency tax incl. valuation - sale
2
MZS_MTTTCDOSV2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for sales documents.
Tax excl. valuation - Converted - Sales
period 2
MZS_MTHTCONV2
Calculated field = MZS_MTHTETAV2 * MZS_COTATIONCONV2
Tax incl. valuation - Converted - Sales
period 2
MZS_MTTTCCONV2
Calculated field = MZS_MTTTCETAV2 * MZS_COTATIONCONV2
Store currency LPP valuation - sale 2
MZS_MTDPAETAV2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for sales documents.
Subsidiary currency LPP valuation -
sale 2
MZS_MTDPAFILV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for sales documents
Folder currency LPP valuation - sale 2
MZS_MTDPADOSV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
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or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for sales documents
Valuation at LPP - Converted - Sales
period 2
MZS_MTDPACONV2
Calculated field = MZS_MTDPAETAV2 * MZS_COTATIONCONV2. Total
calculated in case of grouping.
Store currency LCP valuation - sale 2
MZS_MTDPRETAV2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for sales documents
Subsidiary currency LCP valuation -
sale 2
MZS_MTDPRFILV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for sales documents
Folder currency LCP valuation - sale 2
MZS_MTDPRDOSV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for sales documents
Valuation at LCP - Converted - Sales
period 2
MZS_MTDPRCONV2
Calculated field = MZS_MTDPRETAV2 * MZS_COTATIONCONV2. Total
calculated in case of grouping.
Store currency WAPP valuation - sale 2
MZS_MTPMAPETAV2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for sales documents
Subsidiary currency WAPP valuation -
sale 2
MZS_MTPMAPFILV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents.
Folder currency WAPP valuation - sale
2
MZS_MTPMAPDOSV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for sales documents
Valuation at WAPP - Converted - Sales
period 2
MZS_MTPMAPCONV2
Calculated field = MZS_MTPMAPETAV2 * MZS_COTATIONCONV2.
Total calculated in case of grouping.
Store currency WACP valuation - sale 2
MZS_MTPMRPETAV2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for sales documents.
Subsidiary currency WACP valuation -
sale 1
MZS_MTPMRPFILV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents
Folder currency WACP valuation - sale
2
MZS_MTPMRPDOSV2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for sales documents
Valuation at WACP - Converted - Sales
period 2
MZS_MTPMRPCONV2
Calculated field = MZS_MTDPMRPTAV2 * MZS_COTATIONCONV2.
Total calculated in case of grouping.
Purchase quantity 1
MZS_QTEPIECEA1
On the “Documents” tab, depending on value of “quantity” field, Sum
(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for
sales documents.
Selected currency rate - purchase 1
MZS_COTATIONCONA1
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation -
purchase 1
MZS_MTHTETAA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise, calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for purchase documents
Subsidiary currency tax excl. valuation -
purchase 1
MZS_MTHTFILA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for purchase documents.
Folder currency tax excl. valuation -
purchase 1
MZS_MTHTDOSA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for purchase documents.
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Store currency tax incl. valuation -
purchase 1
MZS_MTTTCETAA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for purchase documents
Subsidiary currency tax incl. valuation -
purchase 1
MZS_MTTTCFILA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for purchase documents.
Folder currency tax incl. valuation -
purchase 1
MZS_MTTTCDOSA1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for purchase documents.
Tax excl. valuation - Converted -
Purchase period 1
MZS_MTHTCONA1
Calculated field = MZS_MTHTETAA1 * MZS_COTATIONCONA1
Tax incl. valuation - Converted -
Purchases on period 1
MZS_MTTTCCONA1
Calculated field = MZS_MTTTCETAA1 * MZS_COTATIONCONA1
Store currency LPP valuation - purchase
1
MZS_MTDPAETAA1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for purchase documents
Subsidiary currency LPP valuation -
purchase 1
MZS_MTDPAFILA1
Depending on value of “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for purchase documents
Folder currency LPP valuation -
purchase 1
MZS_MTDPADOSA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) ou Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for purchase
documents.
Valuation at LPP - Converted -
Purchase period 1
MZS_MTDPACONA1
Calculated field = MZS_MTDPAETAA1 * MZS_COTATIONCONA1. Total
calculated in case of grouping.
Store currency LCP valuation -
purchase 1
MZS_MTDPRETAA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for purchase documents.
Subsidiary currency LCP valuation -
purchase 1
MZS_MTDPRFILA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *
GL_COTATIONFIL) for purchase documents
Folder currency LCP valuation -
purchase 1
MZS_MTDPRDOSA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for purchase
documents
Valuation at LCP - Converted -
Purchase period 1
MZS_MTDPRCONA1
Calculated field = MZS_MTDPRETAA1 * MZS_COTATIONCONA1. Total
calculated in case of grouping.
Store currency WAPP valuation -
purchase 1
MZS_MTPMAPETAA1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for purchase documents
Subsidiary currency WAPP valuation -
purchase 1
MZS_MTPMAPFILA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for purchase
documents
Folder currency WAPP valuation -
purchase 1
MZS_MTPMAPDOSA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for purchase documents
Valuation at WAPP - Converted -
Purchase period 1
MZS_MTPMAPCONA1
Calculated field = MZS_MTPMAPETAA1 * MZS_COTATIONCONA1.
Total calculated in case of grouping.
Store currency WACP valuation -
purchase 1
MZS_MTPMRPETAA1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for purchase documents
Subsidiary currency WACP valuation -
MZS_MTPMRPFILA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *
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purchase 1
GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for purchase
documents
Folder currency WACP valuation -
purchase 1
MZS_MTPMRPDOSA1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)
for purchase documents
Valuation at WACP - Converted -
Purchases on period 1
MZS_MTPMRPCONA1
Calculated field = MZS_MTPMRPETAA1 * MZS_COTATIONCONA1.
Total calculated in case of grouping.
Purchase quantity 2
MZS_QTEPIECEA2
On the “Documents” tab, depending on value of “quantity” field, Sum
(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for
purchase documents.
Selected currency rate - purchase 2
MZS_COTATIONCONA2
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation -
purchase 2
MZS_MTHTETAA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise, calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for purchase documents
Subsidiary currency tax excl. valuation -
purchase 2
MZS_MTHTFILA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for purchase documents.
Folder currency tax excl. valuation -
purchase 2
MZS_MTHTDOSA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for purchase documents.
Store currency tax incl. valuation -
purchase 2
MZS_MTTTCETAA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for purchase documents.
Subsidiary currency tax incl. valuation -
purchase 2
MZS_MTTTCFILA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for purchase documents.
Folder currency tax incl. valuation -
purchase 2
MZS_MTTTCDOSA2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for purchase documents.
Tax excl. valuation - Converted -
Purchase period 2
MZS_MTHTCONA2
Calculated field = MZS_MTHTETAA2 * MZS_COTATIONCONA2
Tax incl. valuation - Converted -
Purchases on period 2
MZS_MTTTCCONA2
Calculated field = MZS_MTTTCETAA2 * MZS_COTATIONCONA2
Store currency LPP valuation - purchase
2
MZS_MTDPAETAA2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for purchase documents.
Subsidiary currency LPP valuation -
purchase 2
MZS_MTDPAFILA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for purchase documents
Folder currency LPP valuation -
purchase 2
MZS_MTDPADOSA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) ou Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for purchase
documents.
Valuation at LPP - Converted -
Purchase period 2
MZS_MTDPACONA2
Calculated field = MZS_MTDPAETAA2 * MZS_COTATIONCONA2. Total
calculated in case of grouping.
Store currency LCP valuation -
purchase 2
MZS_MTDPRETAA2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for purchase documents.
Subsidiary currency LCP valuation -
purchase 2
MZS_MTDPRFILA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *
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GL_COTATIONFIL) for purchase documents
Folder currency LCP valuation -
purchase 2
MZS_MTDPRDOSA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for purchase
documents
Valuation at LCP - Converted -
Purchase period 2
MZS_MTDPRCONA2
Calculated field = MZS_MTDPRETAA2 * MZS_COTATIONCONA2. Total
calculated in case of grouping.
Store currency WAPP valuation -
purchase 2
MZS_MTPMAPETAA2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for purchase documents
Subsidiary currency WAPP valuation -
purchase 2
MZS_MTPMAPFILA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for purchase
documents
Folder currency WAPP valuation -
purchase 2
MZS_MTPMAPDOSA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for purchase documents
Valuation at WAPP - Converted -
Purchase period 2
MZS_MTPMAPCONA2
Calculated field = MZS_MTPMAPETAA2 * MZS_COTATIONCONA2.
Total calculated in case of grouping.
Store currency WACP valuation -
purchase 2
MZS_MTPMRPETAA2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for purchase documents
Subsidiary currency WACP valuation -
purchase 2
MZS_MTPMRPFILA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for purchase
documents
Folder currency WACP valuation -
purchase 2
MZS_MTPMRPDOSA2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)
for purchase documents
Valuation at WACP - Converted -
Purchases on period 2
MZS_MTPMRPCONA2
Calculated field = MZS_MTPMRPETAA2 * MZS_COTATIONCONA2.
Total calculated in case of grouping.
Mvt quantity 1
MZS_QTEPIECEM1
Sum(GL_QTEFACT) applies for internal movement documents.
Selected currency rate - mvt 1
MZS_COTATIONCONM1
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation - mvt
1
MZS_MTHTETAM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise, calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for internal movement
documents
Subsidiary currency tax excl. valuation -
mvt 1
MZS_MTHTFILM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for internal movement documents.
Folder currency tax excl. valuation -
mvt 1
MZS_MTHTDOSM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for internal movement documents.
Store currency tax incl. valuation - mvt
1
MZS_MTTTCETAM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) ou Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for internal movement
documents.
Subsidiary currency tax incl. valuation -
mvt 1
MZS_MTTTCFILM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) ou Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for internal movement documents.
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Folder currency tax incl. valuation - mvt
1
MZS_MTTTCDOSM1
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for internal movement documents.
Tax excl. valuation - Converted -
Movement period 1
MZS_MTHTCONM1
Calculated field = MZS_MTHTETAM1 * MZS_COTATIONCONM1
Tax incl. valuation - Converted –
Movement period 1
MZS_MTTTCCONM1
Calculated field = MZS_MTTTCETAM1 * MZS_COTATIONCONM1
Store currency LPP valuation - mvt 1
MZS_MTDPAETAM1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for internal movement documents.
Subsidiary currency LPP valuation -
mvt 1
MZS_MTDPAFILM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for internal movement documents.
Folder currency LPP valuation - mvt 1
MZS_MTDPADOSM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for internal movement
documents.
Valuation at LPP - Converted -
Movement period 1
MZS_MTDPACONM1
Calculated field = MZS_MTDPAETAM1 * MZS_COTATIONCONM1. Total
calculated in case of grouping.
Store currency LCP valuation - mvt 1
MZS_MTDPRETAM1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for internal movement documents.
Subsidiary currency LCP valuation -
mvt 1
MZS_MTDPRFILM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *
GL_COTATIONFIL) for internal movement documents.
Folder currency LCP valuation - mvt 1
MZS_MTDPRDOSM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for internal movement
documents.
Valuation at LCP - Converted -
Movements period 1
MZS_MTDPRCONM1
Calculated field = MZS_MTDPRETAM1 * MZS_COTATIONCONM1. Total
calculated in case of grouping.
Store currency WAPP valuation - mvt 1
MZS_MTPMAPETAM1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for internal movement documents.
Subsidiary currency WAPP valuation -
mvt 1
MZS_MTPMAPFILM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for internal movement
documents.
Folder currency WAPP valuation - mvt
1
MZS_MTPMAPDOSM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for internal movement documents.
Valuation at WAPP - Converted -
Movements period 1
MZS_MTPMAPCONM1
Calculated field = MZS_MTPMAPETAM1 * MZS_COTATIONCONM1.
Total calculated in case of grouping.
Store currency WACP valuation - mvt 1
MZS_MTPMRPETAM1
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for internal movement documents.
Subsidiary currency WACP valuation -
purchase 2
MZS_MTPMRPFILM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for internal movement
documents.
Folder currency WACP valuation - mvt
1
MZS_MTPMRPDOSM1
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)
for internal movement documents.
Valuation at WACP - Converted -
Calculated field = MZS_MTPMRPETAM1 * MZS_COTATIONCONM1.
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Movements period 1
MZS_MTPMRPCONM1
Total calculated in case of grouping.
Mvt quantity 2
MZS_QTEPIECEM2
Sum(GL_QTEFACT) applies for internal movement documents.
Selected currency rate - mvt 2
MZS_COTATIONCONM2
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab, based the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Store currency tax excl. valuation - mvt
2
MZS_MTHTETAM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;
otherwise, calculation is as follows: Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum
(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for internal movement
documents
Subsidiary currency tax excl. valuation -
mvt 2
MZS_MTHTFILM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)
for internal movement documents.
Folder currency tax excl. valuation -
mvt 2
MZS_MTHTDOSM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for internal movement documents.
Store currency tax incl. valuation - mvt
2
MZS_MTTTCETAM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;
otherwise calculation is as follows: Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) ou Sum
(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for internal movement
documents.
Subsidiary currency tax incl. valuation -
mvt 2
MZS_MTTTCFILM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONFIL) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONFIL) for internal movement documents.
Folder currency tax incl. valuation - mvt
2
MZS_MTTTCDOSM2
If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *
GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *
GL_COTATIONDOS) or Sum
(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *
GL_COTATIONDOS) for internal movement documents.
Tax excl. valuation - Converted -
Movement period 2
MZS_MTHTCONM2
Calculated field = MZS_MTHTETAM2 * MZS_COTATIONCONM2
Tax incl. valuation - Converted –
Movement period 2
MZS_MTTTCCONM2
Calculated field = MZS_MTTTCETAM2 * MZS_COTATIONCONM2
Store currency LPP valuation - mvt 2
MZS_MTDPAETAM2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum
(GL_QTEINIT * GL_DPA) for internal movement documents.
Subsidiary currency LPP valuation -
mvt 2
MZS_MTDPAFILM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *
GL_COTATIONFIL) for internal movement documents.
Folder currency LPP valuation - mvt 2
MZS_MTDPADOSM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for internal movement
documents.
Valuation at LPP - Converted -
Movement period 2
MZS_MTDPACONM2
Calculated field = MZS_MTDPAETAM2 * MZS_COTATIONCONM2. Total
calculated in case of grouping.
Store currency LCP valuation - mvt 2
MZS_MTDPRETAM2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum
(GL_QTEINIT * GL_DPR) for internal movement documents.
Subsidiary currency LCP valuation -
mvt 2
MZS_MTDPRFILM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *
GL_COTATIONFIL) for internal movement documents.
Folder currency LCP valuation - mvt 2
MZS_MTDPRDOSM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)
or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTERESTE *
(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for internal movement
documents.
Valuation at LCP - Converted -
Movements period 2
MZS_MTDPRCONM2
Calculated field = MZS_MTDPRETAM2 * MZS_COTATIONCONM2. Total
calculated in case of grouping.
Depending on the value of the “Quantity” field, calculation is as follows: Sum
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Store currency WAPP valuation - mvt 2
MZS_MTPMAPETAM2
(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum
(GL_QTEINIT * GL_PMAP) for internal movement documents.
Subsidiary currency WAPP valuation -
mvt 2
MZS_MTPMAPFILM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)
* GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for internal movement
documents.
Folder currency WAPP valuation - mvt
2
MZS_MTPMAPDOSM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)
for internal movement documents.
Valuation at WAPP - Converted -
Movements period 2
MZS_MTPMAPCONM2
Calculated field = MZS_MTPMAPETAM2 * MZS_COTATIONCONM2.
Total calculated in case of grouping.
Store currency WACP valuation - mvt 2
MZS_MTPMRPETAM2
Depending on the value of the “Quantity” field, calculation is as follows: Sum
(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum
(GL_QTEINIT * GL_PMRP) for internal movement documents.
Subsidiary currency WACP valuation -
mvt 1
MZS_MTPMRPFILM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)
or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *
GL_COTATIONFIL) or Sum(GL_QTERESTE *
(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for internal movement
documents.
Folder currency WACP valuation - mvt
2
MZS_MTPMRPDOSM2
Depending on the value of the “Quantity” field, calculation is as follows:
Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *
GL_COTATIONDOS) or Sum(GL_QTEINIT *
(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum
(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)
for internal movement documents.
Valuation at WACP - Converted -
Movement period 2
MZS_MTPMRPCONM2
Calculated field = MZS_MTPMRPETAM2 * MZS_COTATIONCONM2.
Total calculated in case of grouping.
Price list sel. 1 - Converted
TARIF_CON1
Calculated field = MZS_TARIF1 * MZS_COTATIONCONT1
Price list sel. 1 - Subsidiary currency
TARIF_FIL1
Calculated field = MZS_TARIF1 * MZS_COTATIONFILT1
Price list sel. 1 - Store currency
TARIF_DOS1
Calculated field = MZS_TARIF1 * MZS_COTATIONDOST1
Price list sel. 2 - Converted
TARIF_CON2
Calculated field = MZS_TARIF2 * MZS_COTATIONCONT2
Price list sel. 2 - Subsidiary currency
TARIF_FIL2
Calculated field = MZS_TARIF2 * MZS_COTATIONFILT2
Price list sel. 2 - Store currency
TARIF_DOS2
Calculated field = MZS_TARIF2 * MZS_COTATIONDOST2
Grouping 1
MZS_REGROUP1
1st grouping value
Grouping 2
MZS_REGROUP2
2nd grouping value
Grouping 3
MZS_REGROUP3
3rd grouping value
Description of grouping 1
MZS_LIBREGROUP1
1st grouping description
Description of grouping 2
MZS_LIBREGROUP2
2nd grouping description
Description of grouping 3
MZS_LIBREGROUP3
3rd grouping description
Purchase/sale valuation coeff.
MZS_COEFVACHVEN1
Calculated field = (MZS_QTEPIECEA1 * MZS_MTHTETAA1) /
(MZS_QTEPIECEV1 * MZS_MTTTCETAV1)
Coeff. sales qty purchase 1
MZS_COEFQVENREC1
Calculated field = MZS_QTEPIECEV1 / MZS_QTEPIECEA1
Coeff. inventory qty purchase 1
MZS_COEFQSTOREC1
Calculated field = MZS_PHYSIQUE / MZS_QTEPIECEA1
Purchase/sale valuation coeff.
MZS_COEFVACHVEN2
Calculated field = (MZS_QTEPIECEA2 * MZS_MTHTETAA2) /
(MZS_QTEPIECEV2 * MZS_MTTTCETAV2)
Coeff. sales qty purchase 2
MZS_COEFQVENREC2
Calculated field = MZS_QTEPIECEV2 / MZS_QTEPIECEA2
Coeff. inventory qty purchase 2
MZS_COEFQSTOREC2
Calculated field = MZS_PHYSIQUE / MZS_QTEPIECEA2
Snapshot date 1
MZS_DATEIMAGEI1
Date of inventory snapshot
Selected currency rate - snapshot 1
MZS_COTATIONCONI1
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab based on the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Subsidiary currency rate - snapshot 1
MZS_COTATIONFILI1
A search is carried out for the conversion rate between the subsidiary currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Folder currency rate snapshot 1
MZS_COTATIONDOSI1
A search is carried out for the conversion rate between the folder currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Inventory snapshot 1
MZS_PHYSIQUEI1
Physical inventory of snapshot
Store currency PP - snapshot 1
MZS_PAETAI1
Calculated field = Sum(MIL_PA) / Sum(MIL_PHYSIQUE)
Store currency CP- snapshot 1
MZS_PRETAI1
Calculated field = Sum(MIL_PR) / Sum(MIL_PHYSIQUE)
Subsidiary currency PP - snapshot 1
MZS_PAFILI1
Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1
Subsidiary currency CP - snapshot 1
MZS_PRFILI1
Calculated field = MZS_PRETAI1 * MZS_COTATIONFILI1
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Transfer Valuation - Contents
Transfer valuation is based on the following elements:
- Transfer valuation: definition of applicable rules specific to every store (see Rule Settings.)
- Management of subsidiaries: application of valuation options based on information included in the subsidiary record (see Valuation of Transfers in Subsidiaries.)
- Settings defined in the document type: application of the settings of the document type (see Document Type.)
The price search is performed in the following order:
- Check whether a transfer valuation rule applies if the option is active.
Folder currency PP - snapshot 1
MZS_PADOSI1
Calculated field = MZS_PAETAI1 * MZS_COTATIONDOSI1
Folder currency CP - snapshot 1
MZS_PRDOSI1
Calculated field = MZS_PRETAI1 * MZS_COTATIONDOSI1
Inventory valued at store currency PP
snapshot1
MZS_MTPAETAI1
Purchase price of stocked item in inventory snapshot
Inventory valued at store currency CP
snapshot1
MZS_MTPRETAI1
Cost price of stocked item in inventory snapshot
Inventory valued at subsidiary currency
PP snapshot1
MZS_MTPAFILAI1
Calculated field = MZS_MTPAETA1 * MZS_COTATIONFILI1
Inventory valued at subsidiary currency
CP snapshot1
MZS_MTPRFILI1
Calculated field = MZS_MTPRETA1 * MZS_COTATIONFILI1
Inventory valued at folder currency PP
snapshot1
MZS_MTPADOSI1
Calculated field = MZS_MTPAETA1 * MZS_COTATIONDOSI1
Inventory valued at folder currency CP
snapshot 1
MZS_MTPRDOSI1
Calculated field = MZS_MTPRETA1 * MZS_COTATIONDOSI1
PP - Converted - Snapshot 1
MZS_PACONI1
Calculated field = MZS_PAETAI1 * MZS_COTATIONCONI1
CP - Converted - Snapshot 1
MZS_PRCONI1
Calculated field = MZS_PRETAI1 * MZS_COTATIONCONI1
Inventory valued at PP - Converted -
Snapshot 1
MZS_MTPACONI1
Calculated field = MZS_MTPAETAI1 * MZS_COTATIONCONI1
Inventory valued at CP - Converted -
Snapshot 1
MZS_MTPRCONI1
Calculated field = MZS_MTPRETAI1 * MZS_COTATIONCONI1
Snapshot date 2
MZS_DATEIMAGEI2
Date of inventory snapshot
Selected currency rate - snapshot 2
MZS_COTATIONCONI2
A search is carried out for the conversion rate between the currency of the
folder and the currency entered on the “Currencies” tab based on the selected
stock exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Subsidiary currency rate - snapshot 2
MZS_COTATIONFILI2
A search is carried out for the conversion rate between the subsidiary currency
and the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Folder currency rate snapshot 2
MZS_COTATIONDOSI2
A search is carried out for the conversion rate between the folder currency and
the currency entered in the “Currencies” tab based on the selected stock
exchange.
The date of the rate that is taken into account is either today’s date (if the
“Fixed date of rate” field has not been checked), or the entered date.
Inventory snapshot 2
MZS_PHYSIQUEI2
Physical inventory of snapshot
Store currency PP - snapshot 2
MZS_PAETAI2
Calculated field = Sum(MIL_PA) / Sum(MIL_PHYSIQUE)
Store currency CP- snapshot 2
MZS_PRETAI2
Calculated field = Sum(MIL_PR) / Sum(MIL_PHYSIQUE)
Subsidiary currency PP - snapshot 2
MZS_PAFILI2
Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1
Subsidiary currency CP - snapshot 2
MZS_PRFILI2
Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1
Folder currency PP - snapshot 2
MZS_PADOSI2
Calculated field = MZS_PAETAI2 * MZS_COTATIONDOSI2
Folder currency CP - snapshot 2
MZS_PRDOSI2
Calculated field = MZS_PRETAI2 * MZS_COTATIONDOSI2
Inventory valued at store currency PP
snapshot2
MZS_MTPAETAI2
Purchase price of stocked item in inventory snapshot
Inventory valued at store currency CP
snapshot2
MZS_MTPRETAI2
Cost price of stocked item in inventory snapshot
Inventory valued at subsidiary currency
PP snapshot2
MZS_MTPAFILAI2
Calculated field = MZS_MTPAETA2 * MZS_COTATIONFILI2
Inventory valued at subsidiary currency
CP snapshot2
MZS_MTPRFILI2
Calculated field = MZS_MTPRETA2 * MZS_COTATIONFILI2
Inventory valued at folder currency PP
snapshot2
MZS_MTPADOSI2
Calculated field = MZS_MTPAETA2 * MZS_COTATIONDOSI2
Inventory valued at folder currency CP
snapshot 2
MZS_MTPRDOSI2
Calculated field = MZS_MTPRETA2 * MZS_COTATIONDOSI2
PP - Converted - Snapshot 2
MZS_PACONI2
Calculated field = MZS_PAETAI2 * MZS_COTATIONCONI2
CP - Converted - Snapshot 2
MZS_PRCONI2
Calculated field = MZS_PRETAI2 * MZS_COTATIONCONI2
Inventory valued at PP - Converted -
Snapshot 2
MZS_MTPACONI2
Calculated field = MZS_MTPAETAI2 * MZS_COTATIONCONI2
Inventory valued at CP - Converted -
Snapshot 2
MZS_MTPRCONI2
Calculated field = MZS_MTPRETAI2 * MZS_COTATIONCONI2
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- If no price is found in the rules, the settings defined in the subsidiary record of the sender store will apply.
- If no price is found via the management of subsidiaries or stores not linked to a subsidiary, then the valuation method defined in the document type will be taken into
account.
Required settings
Company settings
Access rights
Rule settings
Transfer creation
Document type
Management of subsidiaries
Transfer type
Valuation of sent transfers
Valuation of received transfers
Cost group calculation and inventory update
Settings for Transfer Valuation
Transfer valuation is based on the rules defined (such as the possible application of price lists, application of a discount or an increase, etc.) via a store trigger with a scope of
use concerning the valuation of transfers.
Company settings
Back Office: Administration - Company - Company settings - Commercial Management/Inventory
The following company settings are taken into account for transfer valuation (see Company settings - section Inventory.)
- Use of the transfer valuation module: Tick this option so that the transfer valuation are sought and applied.
- Customized message for transfer valuation: When entering a transfer, the information message resumes, only in this case, the description of the rule (see section “How it
works when creating transfer” hereafter.)
Access rights
Back Office: Administration - Users and access - Access right management
You must enable the access right for the “Transfer valuation” command in menu Settings (105), sub-menu Documents.
Rule settings
Back Office: Settings - Documents - Transfer valuation
Click the {New] button and populate the following settings:
Field
Description
Code + description
Enter the code and the description of the rule to apply. Note that if the company
setting “Customized message for transfer valuation” is ticked, the message resumes
the description specified here.
Store trigger
Selection of the store trigger to apply for this valuation. Triggers are created in the
Settings module, menu General, command Triggers - Store (Scope of use =
Transfer valuation.)
Search for price list
Tick this option to search for the price list applicable for the sender store. If no
price list is found, the default price will be used.
Proposed price
Selection list for the price to apply.
Discount percentage
The discount is applies to generic items and dimensioned items, regardless of the
origin of the price returned.
Increase percentage
Enter the applicable rate.
Rounding code
Specify the rounding to apply.
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How it works when creating transfer
When you create a transfer, a user message displays according to the calculation rule applied. These are the possible messages:
- “The price of the items in this document will be discounted by XX%” in the case of a discount.
- “The price of the items in this document will be increased by XX%”in the case of an increase.
Note that if the company setting “Customized message for transfer valuation” is ticked, the message resumes the description specified in the applicable rule.
Document type
Back Office: Settings - Documents - Documents -Types
The valuation method defined in the document type applies to the following types: Sent transfer, Transfer notice, and Received transfer. The Valuation tab of the document
type includes the setting for the proposed price, with the possible use of price lists, and updated inventory prices.
Valuation of Transfers in Subsidiaries
Back Office: Basic data - Stores - Subsidiaries
You can specify in the subsidiary record via the valuation options for (sent and received) transfers, various valuation rules for stores (sender and recipient stores.)
Transfer type
The settings for valuation relate to the following transfer types:
- Intra-store transfer: the transfer concerns the same store with different warehouses
- Inter-subsidiary transfer: the transfer occurs between two store linked to the same subsidiary
- Intra-subsidiary transfer: the transfer occurs between two store linked to distinct subsidiaries
Valuation of sent transfers
The following options are available for the valuation of sent transfers:
Valuation of received transfers
The following options are available for the valuation of received transfer:
Cost group calculation and inventory update
According to the transfer type:
- If the cost price option in the database is linked with the “Automatic calculation of cost price”, you choose to calculate automatically the cost price of the received transfer.
- Inventory prices in the recipient store are updated according to the selected information.
Margin Correction
The return of an item to a store that did not generate an inventory movement for the item and for which no price information is available in the price list record will generate a
zero value (lines and inventory) for the LPP, WAPP, LCP, and WACP, as well as for the transfer price and folder cost price. This same item will then show a 100% profit
margin when it is sold. This is incorrect. The margin correction functionality enables you to modify these values.
Required settings
Field
Description
Price list
Tick this checkbox option to apply the purchases price list from the sender store.
By default
Section list for the price to apply: either resume the settings defined in the
document type “sent transfer”, or use other prices (Last purchase price, Last cost
price, etc.)
Folder cost price
Selection of the price to apply for the folder cost price.
Field
Description
Price list
Tick this checkbox option to apply the purchases price list from the recipient store.
By default
Same as sent transfer: The received transfer resumes the valuation of the sent
transfer, except for the “Folder cost price” which is calculated based on the
document type or the company settings. For other values, the valuation of the
received transfer is recalculated to apply the selected price.
Transfer notice
Tick this checkbox option to move to the transfer notice linked to the received
transfer the valuation of that transfer.
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Defining the calculation rule for transfer prices
Back Office: Settings - Management - Transfer price/Rule
Transfer prices are calculated according to the settings defined in the rules for transfer prices.
Managing transfer prices by store
Back Office: Basic data - Stores - Stores
The store must support transfer prices in order to use this functionality. To do this, the "Transfer price management" option must be ticked in the "Contact information" tab of
the store record.
Managing access rights
Back Office: Administration - Users and access - Access right management
Access rights relating to the margin correction are available in menu 106: Administration – Maintenance - Margin correction.
How to correct margins
Back Office: Administration – Maintenance - Correct margin
1. The screen displayed enables you to select the sales lines for which one of the following prices is set to 0: LPP, LCP,WAPP, WACP, transfer price and folder cost price.
2. Once the criteria are selected and the lines displayed on screen, select the lines you want to correct.
3. If you want to start correcting directly, click the [Calculation of transfer price] button.
A message will inform you when the processing is completed.
4. If you want to update values manually, record by record, click the [Open] button.
The "Margin correction" screen will appear for each of the selected items.
5. Indicate the new values and if you want to update the inventory, select the "Update inventory prices" option.
Focus on the "Correct margin" screen
The bottom half of the "Correct margin" screen displays two panes, one for purchase prices and cost prices, and the other for transfer prices. These two panes are described
below.
Purchase price/Cost price
This button is used to move the displayed value from the "Inventory prices" field to the "Modified prices" field.
The [Cost price calculation from cost groups] button is used to calculate the LCP price based on the LPP price and on costs/cost groups specified for the item and store in
the sales line.
The [Initializing the WACP from the LCP] button is used to specify the Weighted Average Cost Price based on the Last Cost Price.
The [Folder CP calculation] button is used to update the cost price in the folder currency.
Transfer price
The fields below are stored in the document line and are recalculated based on the configuration defined for transfer price rules (go to module Settings - Management -
Transfer price - Rule.)
The store must support transfer prices in order to use this functionality. To do this, the "Transfer price management" option must be selected in the "Contact information" tab
of the store record.
For each field displayed in this pane, this button is used to recalculate the values based on the settings defined in the calculation rules for transfer prices.
Recalculation of WAPPs
This process involves recalculating the WAPP and LPP values of inventory based on the movement history available in Yourcegid Retail Y2.
Creating a recalculation method for WAPPs
Back Office: Administration – Maintenance – Recalculation of WAPPs
To create a WAPP recalculation method, click the [New] button. A window will open allowing you to set recalculation options for WAPPs.
Characteristics Tab
Fields
Description
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Notepad tab
A report is provided in the Notepad tab.
Starting the calculation in real or simulation mode
Back Office: Administration – Maintenance – Recalculation of WAPPs
The process is started with the [Launch the process on this workstation] button.
Real mode
Uncheck the Simulation option. The WAPPs and LPPs will be updated directly by the recalculation operation. If the “Recalculation of WAPPs” method is used, an event will
be added to the processing report for each WAPP or LPP changed.
Simulation mode
Check the Simulation option. This recalculation method will not directly update the GQ_PMAP and GQ_DPA fields. The recalculated values will be saved in new fields:
GQ_PMAPSIMU and GQ_DPASIMU.
In this case, the [Validation of simulation] button enables you to copy the simulation WAPPs and LPPs to real WAPPs and LPPs.
This step must be done before entering new purchase documents.
This button enables you to re-initialize item simulation counters.
Remarks
- The calculations may be done in simulation mode with both these methods. The new fields of GQ_PMAPSIMU and GQ_DPASIMU will give the calculated values.
method
The “Method” field enables you to select the desired calculation method: Calculates
the WAPP or the average of inventory inputs. Regardless of the method selected,
we recommend running the operation as a scheduled task when there is a high
number of items.
- “Recalculation of WAPPs” method: Consists in recalculating the actual WAPP for
items per warehouse from all movements impacting the WAPP or physical
inventory. The operation may take some time according to the number of items and
warehouses to process, and the volume of movements in the folder. The document
types are not selected by the user. They come from the analysis of document
settings performed by the application. When using this method, the physical
inventory will be calculated to enable the weighted calculation. It will be saved in a
new inventory simulation field: “GQ_PHYSIQUESIMU”. If it is different than the
actual physical inventory, a warning message will appear in the processing report
(Notepad tab).
- “Average on inventory inputs” method: Consists in updating the WAPPs (by
calculating the weighted average purchase prices for the inventory input
movements,) and the LPPs (by retrieving the last purchase price.)
Note that calculating WAPP and LPP must be done separately.
WAPP calculation method
If “Qty in stock + Doc qty” is 0, the WAPP is updated by the document NUPEXT
(Net Unit Price Excluding Taxes).
LPP calculation method
The inventory LPP will be updated by the NUPEXT for the last document entered.
This method is less precise, but quicker. Document types taken into account are
selected by the user. For example, the user may perform a calculation taking only
supplier receipts into account. The WAPP thus recalculated is the approximate
WAPP.
Note that only the WAPP and LPP for inventory will be updated through this
calculation. The document WAPPs and LPPs cannot be changed.
Scheduling
Processing may be started directly, or even scheduled on a task server via the
[Schedule this task for execution on the server] button in the Secheduling section.
Please note! Depending on the selected calculation method and volume of data
processed, we strongly recommend scheduling this process.
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- Note that the GQ_PHYSIQUESIMU field also corresponds to the calculated physical inventory. If it is different from the actual physical stock, a warning message will
appear in the processing report.
- In simulation mode, validating the simulation will not update the actual inventory (the GQ_PHYSIQUESIMU field will not be copied to GQ_PHYSIQUE). If necessary,
you may use the inventory adjustment module to re-establish a consistent inventory.
Miscellaneous
Recalculation function Integrated with item merge process
Back Office: Administration – Maintenance – Merge items/Create a merge
This command gives you the opportunity to update the WAPP and the LPP when merging items. The process involves recalculating WAPPs and LPPs values of inventory
based on the movement history available in Yourcegid Retail Y2. Any movements not included in Yourcegid Retail Y2 that had an impact on the initial inventory are not
taken into account.
Access rights
Back Office: Administration - Users and access - Access right management
You can authorize or prohibit the access to this feature via module Administration - menu Users and access - command Access right management, by enabling the
Recalculation of WAPPs option in menu Administration (106), submenu Maintenance.
Movements taken into account
Movements taken into account are those impacting:
- Physical inventory and inventory configured in document type (Inventory tab.) The “Inventory to decrement” or “Inventory to increment” fields show “PHY” for Physical.
- The WAPP or LPP, and those configured in document type (Valuation tab), and more specifically in the Valuation section in inventory records.
Only movements with a non-null quantity will be taken into account.
The WAPP or LPP values will be recalculated for all open warehouses.
Settings and Operation of Priority Depletion
This option is available for sales documents, and determines the order in which the warehouses of a store will be used to deplete stock, especially in accordance with
inventory and the type of documents.
Settings for Priority Depletion
Enabling priority depletion for relevant sales documents
Back Office: Settings - Documents - Documents/Types
In the right part of the screen, select the document type to configure. This document must be of type Sale, information specified in field Flow type, in the General tab. Open
the Inventory tab and select the Priority depletion checkbox option.
Please note!
This option is available only if the "Inventory on shortage calculation" field is supported, i.e. set to "Physical" or "Available".
Check the "Override shortage" checkbox, if you want to deplete inventory in warehouses negatively.
Configuring warehouses for inventory depletion
Back Office: Basic data - Stores - Stores
Note that the priority stock depletion can only be done on Sales/Reserve and/or Consigned stock (if conditions apply). This does not work with Isolated sales, Stockroom and
Loan warehouses. This information can be checked in the warehouse record in the Type field of the Contact information tab.
Open the store record and go to the Linked Warehouses tab. Just move the warehouses to deplete to the right side of the screen.
Use these buttons to sort the warehouses in the depletion order desired.
Stock depletion according to item type
If the store has several warehouses of type Sales/Stockroom, the warehouses will be considered according to their ranking in the store record. The warehouse where inventory
will be depleted has enough stock to serve the entire document: so inventory will be depleted in this warehouse only.
Consigned items
All Sales/Stockroom type warehouses are analyzed until one is found with enough stock to satisfy the full quantity entered:
- If a warehouse is found, inventory will be depleted.
- If none of the Sales/Stockroom warehouse types has enough stock, then the consigned warehouse will be analyzed. The latter will be used for depletion, regardless of
whether or not there is enough stock to satisfy the total quantity requirements entered.
Non consigned items
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All Sales/Stockroom type warehouses are analyzed until one is found with enough stock to satisfy the total quantity entered:
- If a warehouse is found, inventory will be depleted.
- If none of the warehouses of type Sales/Stockroom has enough stock, then the consigned warehouse will be analyzed;
- If there is enough stock to cover the totality of the quantity entered, inventory will be depleted in this warehouse.
- If there is not enough stock, then the first warehouse of the store will be used (the first warehouse in the list of the linked warehouses, as defined in the store record.)
Documents not concerned by priority depletion
Priority depletion is not supported for purchase documents, transfers, special inputs and outputs. Therefore, the warehouse of the line will be:
- the default warehouse for inventory input for a firm document
- the consigned warehouse of store in the case of a consigned document
Inventory Query - Contents
You can run an inventory query for an item in various ways using various menus in either Back Office or Front Office. This document lists all of the query options available.
The access rights concerning inventory query are located in Menu Inventory (103). In Inventory/Query, you can authorize or not salespeople the use of the commands
presented and detailed in this topic.
Item availability
Item availability
Item availability by location
Inventory flash query
Choice of the item to view
Zoom on the Inventory flash query window
Inventory flash query settings
Access inventory flash from sales transaction entry
Analysis
Inventory standard dashboard
Inventory advanced dashboard
Item Availability
Item Availability
Back Office: Inventory - Query - Item availability
Front Office: Management - Inventory - Item availability
This option allows you to display various inventory indicators for items. This can be done by store in the case of single-warehouse mode, or by warehouse in the case of
multi-warehouse mode. Several selection criteria, as well as presentation formatting offer the option to view warehouse physical stock, current orders (fields in the DISPO
table), etc.
Warning!
Since there are no inventory counters provided for delivery notices and transfer notices, user-defined counters must be used (GQ_QTE1 to GQ_QTE4).
Note that the layout of the item availability is different depending on whether to the “Use the record in the Back Office” company setting (available in section Commercial
management/Inventory) is ticked:
Option not checked
Button
Description
Clicking the [Item properties] button will open the item record in read-only mode.
The [Open] button or double-clicking on a line gives access to the following records:
- If the item is one size only: the "Available item" window opens, enabling you to view all stock
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Option checked
Note that no inventory record exists when you create an item record. Inventory item records are created when information from the inventory record is to be entered:
receiving, customer order, minimum stock, etc. In this case, all information that can be displayed from inventory records are available for multi-criteria.
Item availability by location
Back Office: Inventory - Query - Item availability by location
Front Office: Management - Inventory - Item availability by location
It is available in multi-warehouse mode and displays the item inventory by location, reflecting the availability of the item by warehouse.
Double-clicking the line will display the multi-criteria function for item availability by warehouse. The item and store are entered by default here. Information displayed is the
same as in the standard item availability function (as seen above.)
Inventory Flash Query
Back Office: Inventory - Query - Item flash
Front Office: Management - Inventory - Item flash
Choice of the item to view
This option will open the "Store inventory" window which allows users to view an inventory flash using the following search methods.
Item code or barcode search
Enter the item code or its barcode in the Item field, then click the [Validate] button to display the Inventory flash query window.
Catalog search
Click the [On catalog] button to open the item multi-criteria search. Double-click the item line of your choice to display the Inventory flash query window.
Picture search
Click the [Per picture] button to open the item photo catalog. Double-click the item photo of your choice to display the Inventory flash query window.
Item availability search
Click the [On available] button to open the list of available items per store. Double-click the item line of your choice to display the Inventory flash query window.
Zoom on the Inventory flash query window
Once the item selected, the Inventory flash query displays the following information:
Header
The following values are pre-entered in the fields on the screen:
- Store: contains the user's default store
- Warehouse: this field is displayed for multi-warehouse environments only. A warehouse can be entered automatically if you select a record from the multi-criteria function
that displays inventory by warehouse
- Item: the item selected from the multi-criteria screen, or from the item search sales receipt window is pre-entered in this field
- Dimension: this field is populated if the user selected a SKU either by scanning it or by selecting it from a multi-criteria screen.
- Item photo: Is displayed only if it exists in the item record. Moreover, to display an item photo and avoid slowing down folders which do not manage item photos, the "With
photo of the item" company setting must be activated in the Administration module, menu Company, command Company settings, Commercial management/Inventory
(Inventory flash query section.)
information.
- If the item has dimensions: the item record will open and the Dimension tab displays inventory per
store.
Button
Description
Clicking the [Item properties] button will open the item record in read-only mode.
Clicking the [Details] button will display the following records:
- If the item is one size only: the "Available item" window opens, enabling you to view all stock
information.
- If the item has dimensions: the item record will open and the Dimension tab displays inventory per
store.
Clicking the [Open] button or double-clicking on a line gives access to the inventory flash record.
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Dimensions button
This button allows you to return to item dimension selection. To view item inventory, double-click on the desired dimension.
Inventory button
Note that to specify warehouses to be added to store inventory queries, you need to check the "Considered in the inventory of my store" option in the warehouse record
(Contact Information.)
The [Other stores] button displays the inventory for the item in the other authorized stores. This button can be accessed in the Inventory window only.
The inventory counters for the warehouses are totaled to display the store inventory. To exclude certain warehouses from the count, check the "Inventory visible to other
stores" option in the Warehouse record (Contact Information tab.)
Selling price button
Allows you to display item prices within a store. You will obtain the same information by clicking the "View selling prices" in the inventory record.
The [Check the price] button allows you to access the price list justification reasons.
Warning!
This button will be available if the "Check the price option is enabled in access rights: Menu Sales receipts (107) - Access rights - Miscellaneous
Inventory flash query settings
Back Office: Inventory - Query - Flash query settings
The information contained in the flash query may be configured as you like. You can decide to display information concerning:
- Inventory: supplier orders or customer reserved items
- Selling price: the current price or selling price details
- Purchase price: purchase price or last purchase price
Configuring inventory information
Click the [Inventory] button.
Select one of the "None" type fields, then click this button. You may configure the following options in the settings window :
Configuring selling price information
Click the [Selling price] button and repeat the previous operation.
Configuring purchase price information
Click the [Purchase price] button and repeat the previous operation.
Warning!
The access rights defined for the user will determine whether or not these values are displayed (purchase prices will not displayed if the user has not been granted the
corresponding rights).
Access inventory flash from sales transaction entry
Front Office: Sales receipts - Sales - Enter transaction
In Front Office, inventory flash is also available from the checkout screen. If the item entered has already been entered in the grid, use the following buttons:
- [Zoom/Show inventory for item]
Fields
Description
Type
Select "Calculated value" to display the value. The horizontal separator enables you
to create a separating line in the list of values.
Description
Description corresponding to the value displayed
Added values
Counters whose values are added up in order to calculate the value
Subtracted values
Counters whose values are subtracted in order to calculate the value
Text color
Display area text color Also allows you to distinguish certain values better.
Background color
Display area background color Also allows you to distinguish certain values better.
Zoom on type
Allows you to select the document type. When viewing, an ellipsis is displayed to
allow you access the detail of the movements relating to the specified document
type.
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- [Zoom/Item flash/Selling price]: Allows you to look up various information, including inventory and selling prices.
Otherwise, use the following button:
- [Other actions/Item flash]
List of Main Dashboards and Access Rights
This topic lists the main dashboards available in the application and describes the access rights relating to these dashboards.
Purchase dashboard
Back Office: Purchases - Analysis - Dashboard
This dashboard allows you to view and organize data relating to purchases. It is available in two versions: detailed by item and/or dimension.
- By item: Multiple selection criteria enable you to obtain information relative to purchases.
- By dimension: Displays the same data as the above dashboard, but with the ability to use item dimensions also.
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Purchases (101) - Analysis - Dashboard.
Sales dashboard
Back Office: Sales - Analysis - Dashboard
Front Office: Sales receipts - Statistics - Dashboard
This dashboard allows you to view and organize data relating to sales. It is also available in two versions: item and/or dimension.
- By item: Multiple selection criteria enable you to obtain information relative to sales.
- By dimension: Displays the same data as the above dashboard, but with the ability to use item dimensions also.
Access rights are managed in Administration - Users and access - Access right management.
- To authorize the access in Back Office, go to menu Sales (102) - Analysis - Dashboard.
- To authorize the access in Front Office, go to menu Sales receipts (107) - Statistics - Dashboard.
Discount dashboard
Back Office: Sales - Analysis - Dashboard
(Refer to Discount Management.)
This dashboard provides information on discounts applied to retail sales.
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Dashboard/Discounts.
Sales conditions dashboard
Back Office: Sales - Sales conditions - Simulation/Dashboard
(Refer to Sales Conditions.)
Two reports are proposed for this dashboard:
- Document: Allows the comparison document by document of the various simulations performed.
- Item: Allows the comparison of the various document simulations, item by item.
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Sales conditions -
Simulation/Dashboard.
Loan dashboard
Back Office: Sales - Loans - Dashboard
(Refer to Loan Management)
This dashboard displays the status of each loan line, allowing you to obtain the statistics on the number of current loans, ratio of returned loans, and average duration of loans.
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Loans - Dashboard.
Customer services dashboard
Back Office: Sales - Customer services - Dashboard
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Front Office: Customers - Customer Services - Customer Services Dashboard
(Refer to Customer Services).
Two options are proposed:
- Customer services record: Retrieves information from the record headers.
- Customer services: Retrieves information from headers and lines.
Access rights are managed in Administration - Users and access - Access right management.
- To authorize the access in Back Office, go to menu Sales (102) - Customer services - Dashboard.
- To authorize the access in Front Office, go to menu Sales receipts (109) - Customer Services - Dashboard.
Gift list dashboard
Back Office: Sales - Gift lists - Analysis
Front Office: Customers - Gift lists - Analysis
(Refer to Gift lists)
This dashboard provides statistics on stores and/or customers holding gift lists, as well as on gift lists themselves.
Access rights are managed in Administration - Users and access - Access right management.
- To authorize the access in Back Office, go to menu Sales (102) - Gift lists - Analysis - Dashboard.
- To authorize the access in Front Office, go to menu Sales receipts (109) - Gift lists - Analysis - Dashboard.
Inventory dashboard
Back Office: Inventory – Query – Dashboard
Front Office: Management - Inventory
Several dashboards are proposed:
- Item/Dimension: Standard dashboard for inventory that works with the DISPO table (availability) and enables you to retrieve additional information on inventory, sales,
inventory movements and inventory snapshots. The primary query is always based on the current inventory or on inventory at a certain date (following full or simplified
inventory closure). It is not possible, for example, to display an item that was sold in a given period if this is not included in current inventory. This dashboard is available in
two versions: detailed by item and/or dimension.
- Internal movements: Allows you to view and organize data relating to transfers as well as special inputs/outputs.
- Advanced: Allows you to consolidate information relating to current inventory. You may consolidate up to 2 inventory snapshots and 2 sales, purchases or special movement
periods (refer to Advanced Inventory Dashboard.)
- Inventory age: This dashboard is only available in the Back Office (Inventory - Query - Inventory age.)
Access rights are managed in Administration - Users and access - Access right management.
- To authorize the access in Back Office, go to menu Inventory (103) - Query - Dashboard (and Inventory age.)
- To authorize the access in Front Office, go to menu Sales receipts (108), section Management.
Dashboards relating to report changes
Back Office: Settings - Management - Report modification
Dashboards available in this command allow you to modify the output masks relating to various dashboards proposed in Yourcegid Retail Y2 (purchases, sales, customers,
movements, discounts, inventory, etc.)
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Settings (105) - Management - Report
modification.
Customer dashboard
Back Office: Basic data - Customers - Dashboard
Front Office: Customers - Customers management - Dashboard
This dashboard lets you view and organize data relating to customers on the basis of multiple criteria concerning loyalty, business operations, or items sold. Numerous
operations are also proposed from this dashboard, such as generating call-up lists, printing customer labels, or batch modification of customer records (see Customer
Analyses).
For your information, there is another dashboard in the Customers menu (available in the Reports command) which we recommend not to use because it is less recent and less
comprehensive.
Access rights are managed in Administration - Users and access - Access right management.
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- To authorize the access in Back Office, go to menu Basic data (110) - Customers - Dashboard.
- To authorize the access in Front Office, go to menu Customers (109) - Customer management - Dashboard.
Hide “Print” and “Export list” functions
Back Office: Administration - Users and access - User Restrictions/Action Profiles
You can hide the [Print] and [Export list] buttons for certain users with this dashboard. To do this, you must create a customer action profile:
1. Click the [New] button to create a profile record.
2. Uncheck the "Authorized print" and "List export authorized" checkboxes, then save.
3. Open the User record you wish to hide these functions for, then select the profile you have just created in the Restrictions tab.
The [Print] and [Export list] buttons will no longer be visible in dashboards for these users.
Objectives dashboard
Back Office: Objectives - Objectives - Reports
(Refer to Objectives Reports).
This dashboard allows you to track and adjust objectives and generate follow-up reports on actual sales against planned goals and/or history.
Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Objectives (216) - Reports
Batch Management - Contents
Batch management ensures the traceability of items in the Yourcegid Retail application.
- During inventory input, an ID is assigned in order to identify a set of items. This ID is referred to as a "batch".
- If items are removed from stock, this identifier is then retrieved in order to track the affected part of the batch.
This type of traceability can be useful for item characteristics (expiry date or use-by date), or for regulatory requirements corresponding to customs references allocated to
items as soon as they enter a territory. A batch is identified by means of dates and three references.
Required settings
Company settings
Internal reference formula
Picking rules
Item record
Store record
Document type
Access rights
Batch Entry
Creating documents for Inventory input
Focus on the Batch distribution screen
Modifying a document
Generating a document
Batch output
Document creation for inventory output
Focus on the Batch management screen (picking)
Entering and canceling picking
Special case of the Sales receipts module
Generating a document
Inventory and inventory counts
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Inventory management
Inventory count management
Import management
Purchase documents
Sales documents
Inventory/transfer documents
Batch Management Settings
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Items and populate the settings specified here.
Internal reference formula
Back Office: Settings - Items - Batch management/Batch formula
This formula allows you to populate automatically the internal reference field for the batch record. This coding is linked to the store so that it can be applied to the batches that
are created. In this case, an inventory input is created too. The internal reference for the batch has a maximum length of 35 characters. If the elements of the formula are
greater than 35 characters, you must change the formula.
For elements that vary in length (barcodes, item codes, or external batch codes), a message informs the user that the formula could be in excess of 35 characters.
The internal reference for the batch may include the following elements:
Picking rules
Back Office: Settings - Items - Batch management/Picking rules
Item record
Back Office: Basic data - Items - Items
The "Batch management" option is used to specify whether the item is managed by batch. This option is available in the Characteristics tab if the ORLI presentation is
enabled. If not, it is available via the General tab. This option is available for the following items:
- Merchandise-type items only
- Items managed in stock
Elements
Description
System date
Year, month, day, hour, minute, second and week.
Entry date, expiry date, and use-
by date
Year, month, and day for these dates.
Information linked to the
document
Type, stub, line number, and warehouse.
Information linked to the item
Barcodes, categories (levels 1 to 3), item code and collection.
Miscellaneous information
- Counter: Maximum length of 9 characters with a starting number. Note that if the
starting number is less than the length of the counter (for example, 100 for a length
of 6); digit 0 is added as a padding character (for example, 000100.)
- Description: has a fixed length and includes alphanumeric characters, spaces, and
the following characters: _ -
- External batch reference: Retrieved from External batch field.
- Batch tracking reference: Retrieved from the Tracked batch field.
Settings
When a document corresponding to an inventory input is validated and the
"Automatic assignment" option is selected, the internal reference for the batch is
populated automatically if this field is left blank.
Field
Description
Selection order
Based on the characteristics data defined for a batch, the picking rule determines
the order in which batches are taken from stock. The sorting order is determined by
the following information: Entry date, expiry date, use-by date, internal batch,
external batch, tracked batch, the available quantity in stock for a batch, etc.
Order
Contains the elements and the classification method for the sorting criteria
(increasing or decreasing).
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- Non-consigned and non-temporary items
An item managed via serial number cannot be managed via batch, and vice versa.
Store record
Back Office: Basic data - Stores - Stores
Batch management is enabled only if the "Batch management" option is ticked in the"Miscellaneous" tab of the store record. A batch formula and a picking rule are assigned
to the store in order to automate the allocation of batches when entering a purchase or sales document. This information is mandatory. You can access the formula and the
picking rule, if you have been granted access to the Batch formula and/or Picking rules menus.
You can also manage an exception to this management process for the store via the [Additions] button and the Exception on batch management option.
If the multi-warehouse setting is activated, the allocation of a warehouse must meet the following requirements:
- Store: A warehouse linked to a store that uses batch management can only be linked to another store that uses batch management.
- Exceptions to batch management: Warehouses and stores managing batches must have identical settings for this exception. An information message will be displayed.
- If the store is associated with a warehouse, which in turn is linked to several stores, exceptions can still be created if these exceptions are identical.
Miscellaneous tab
Document type
Back Office: Settings - Documents - Documents/Types
Select the document type concerned by batch management and go to the Inventory tab. The Batch management option allows you to define the behavior of the feature when
entering batch references (refer to Document Types /Inventory tab.)
Access rights
Back Office: Administration - Users and access - Access rights management
Access rights allow you to authorize certain Back-Office user groups to access the following menus:
Menu (105)—Settings - Items
- Batch management: Batch formula
- Batch management: Picking rules
Menu (103)—Settings - Query
- Batch management: Batch records
- Batch management: Movement history
Batch Entry
This topic explains how to create batches, manually, on documents that feed physical inventory.
Creating documents for Inventory input
Back Office: Inventory - Enter - Special movements
After the entry of the item, the Batch distribution screen will appear.
- Either automatically, if the Batch management option is set to "Mandatory" or "Proposal" for the document type.
- Or on demand, using the [Additional actions] button, and then the “Detail of batches” option.
The components of the batch can be entered via the batch distribution screen.
Focus on the Batch distribution screen
Field
Description
Batch management
Option to tick to allow the sore to manages batches.
Batch formula
Selection of the formal for the internal reference (see the previous section “Internal
reference.”)
Picking management rule
Selection of the picking rule that will be applied for an inventory output (sale, credit
note, special output, and inventory count).
Automatic picking
When a sale is entered, this option allows that a batch to be taken from stock is
selected automatically based on this rule, without any input from the user. This
option is only active for a sales document that decreases physical inventory. In this
case, the batch selection screen is not displayed during document entry.
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The screen is divided into 2 sections. The upper part of the screen displays the following information linked to the document line:
- Item code and item description
- Warehouse: Warehouse specified in the document
- Enter: Recovered quantities
- Total distributed: Sum of the line quantities displayed in the lower part of the screen.
The lower part of the screen displays the following information:
The following actions can be performed:
- : This button deletes the active line.
- : This button populates the "Internal batch" field for the active line based on the formula for the internal batch linked to the store.
Attention!
The field is populated with the information that was entered when the action was initially carried out. For example, if the formula refers to a piece of data that has not yet been
entered (expiry date, batch tracking, external reference, use-by date, etc.); the internal reference cannot include this piece of information and will not be updated by any future
modifications. If the external reference entered in the distribution already exists for the item, a message is displayed informing you that it is linked to an internal reference and
that this information should be taken into account for the current distribution in order to assign this movement to this batch.
Validation rules
- Rules linked to quantity: The distributed quantity cannot be higher than the quantity in the document line. The entry of a negative quantity is not authorized. If the document-
type entry method is mandatory, all line quantities must be distributed before they can be validated. Otherwise, the following message is displayed: "Not all quantities have
been distributed."
- Rules linked to batches: The “Internal batch”, “External batch” and “Tracked batch” fields must be populated. Only alphanumeric characters, spaces and special characters ".
_ - are allowed for these fields. However, the “Internal batch” field is not mandatory if the internal reference formula is checked with the “Automatic assignment” option (see
Internal Reference Formula) as it is populated with the formula elements during document validation.
- Generic rules: If an item code consists of more than one line with the same internal batch and the same external batch (or same tracked batch) the following message is
displayed: "External batch (or internal batch) XXX for item YYY is distributed across several lines."
Modifying a document
When modifying a document, removal or modification of the quantities does not result in the original entry being deleted, but rather an adjustment to the batch details. When
modifying a document linked to another document that affects physical inventory, the following occurs:
- The distribution of the batches is queried from the original document, and a corresponding message is displayed for the user
- The quantity of a batch-managed item cannot be higher than the quantity of the original document.
Generating a document
Manual generation
If the previous document type supports mandatory batch management and affects physical inventory, the current document and the items linked to a batch must meet the
following requirements:
- The quantity cannot be higher than the quantity of the original document
- Access to batch distribution is carried out based on the original document. A message is displayed informing you if the distribution is accessed for the current document.
Note that Item lines can also be added for batch-managed items. In this case, batch distribution must be entered before the document is validated.
Field
Description
Internal batch
Internal reference for the batch. If the formula for the internal reference is set to
automatic, the column is hidden by default.
The [Batch formula] button gives access to the entry feature of the reference.
The data entered in this field is priority data and is retained after the document has
been validated.
External batch
External reference for the batch.
Tracked batch
Tracking field that can be used to enter a supplier reference, for example. This field
is available if the company setting “Management of the batch tracking reference”
option is enabled.
Entry date
Populated with the date of the document by default
Expiry date
Enter the expiry date here. This field is available if the company setting
“Management of expiry dates” option is enabled.
Use-by-date
Enter the "Use-by date" of the batch here. This field is available if the company
setting “Management of use-by dates” option is enabled.
Quantity
Corresponding quantity.
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Example:
When a Supplier invoice is generated from a receipt, and you access the batch details for the lines corresponding to the receipt, the following message is displayed: "The
batches are managed for the previous document".
If the received quantity for item A is 10, the generated invoice cannot specify a quantity greater than 10.
Automatic generation
If the document to be created is subject to mandatory batch management, and if it includes at least one batch-managed item, automatic generation is not allowed for this
document. In this case, the following message is displayed: "Document XX includes batch-managed items: no automatic generation can be performed.”
Batch Output
If the picking rule automatically applies to the store, automatic assignment is performed once the document has been validated. Otherwise, the picking screen is displayed and
the user can select the batch to be distributed from the inventory.
Attention!
This automatic assignment of batches only applies to sales-type documents, such as customer delivery notes, customer invoices, receipts, etc.
For purchase-type documents (supplier credit notes on inventory), and output documents (special movements), the affected batches are allocated via the picking entry screen
in order to ensure optimum identification of the batches affected.
Document creation for inventory output
Back Office: Inventory - Enter - Special movements
On the document entry screen, picking is carried out via a batch distribution screen. This screen is displayed as follows:
- Automatically, if the Batch management option is set to "Mandatory" or "Proposal" for the document type.
- Or on demand, using the [Additional actions] button, and then the “Detail of batches” option
On the sales transaction entry screen, you can access the batch detail screen via the [Additional actions] button, and then the Detail of batches option.
If automatic picking has been defined for sales documents, you cannot access the batch detail screen and the following message is displayed: The batches of this line will be
allocated automatically
Focus on the Batch management screen (picking)
The screen is divided into 3 sections. The upper part of the screen displays information linked to the document line:
- Item: The list includes one or more batch-managed items that are present in the document.
- Available inventory: This section contains the available batches with the quantities that can be distributed. The display of batch lines depends on the classification
criteria defined for the picking rule associated with the store.
- Distributed stock: The distributed stock contains the detail per batch for the effected quantities that correspond to the document line.
Entering and canceling picking
Picking can be carried out as follows:
- Comprehensive picking: Based on the picking rule, the total quantity of the line is distributed to the batches. Attention! Comprehensive picking is performed for all of
the items displayed in the upper part of the screen.
- Line picking: The line selected in the Available inventory section of the screen is allocated to the distributed stock. If you double-click on an available inventory line, a
line picking is performed.
- Picking of a quantity: The quantity entered in the "Quantity" field is distributed for the selected batch.
You can cancel the picking using the opposite buttons (Comprehensive cancellation, Line cancellation, and Cancellation of a quantity.) You can access them by selecting a
line from the Distributed stock section.
For comprehensive cancellation mode, if several item lines are appearing in the upper part of the screen, a message will prompt you to confirm the cancellation of the picking
for dimensions.
When querying a document, the buttons for entering or canceling picking are not available.
Validation rules
The total of the distributed quantities must be equal to the quantity of the document line. For every batch, the distributed quantity cannot be higher than the quantity available
for that batch.
Special case of the Sales receipts module
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Connected mode: Return management
Returning an item implies restocking the original batch impacted by the sale.
If this batch is not found, the batch distribution screen is displayed in order to record the inventory input.
If remainder management for returns is enabled, the return can only be performed for the full original sales receipt. The quantities corresponding to the withdrawn batch(es)
will be added to stock again. Otherwise, the return will not be authorized. However, it is possible to enter the return without performing any checks.
If a receipt is put on hold, the picking that was entered is not retained. When loading the receipt, the picking must be entered.
Standalone mode
Picking entry is not available in standalone mode.
Generating a document
The same principles described in the “Batch entry” section apply to batch outputs.
Batch Import Management
You can import documents with batch references using the following variables:
- $$_LOTEXTERNE: Specifies the external reference for the batch
- $$_LOTINTERNE: Specifies the internal reference for the batch
- $$_LOTSUIVI: Specifies the tracking reference for the batch
- $$_DATEPEREMPTION: Expiry date of the batch
- $$_DATEDLU: Use-by date for the batch.
Options relating to expiry and use-by dates, and the tracked batch must be activated in the company settings when importing a file containing these values. Otherwise, the
dates are set to 2099-12-31, and the data in the Tracked batch field is not retrieved.
Importing purchase documents
Documents that increase physical inventory
When importing a purchase document that increases physical inventory, the batch is created. Consequently, the external batch and the internal batch (or tracked batch) must
be fed too.
- External reference and Tracking reference: The document is integrated, if at least one of these two references is specified. If these two references are missing, the following
message is displayed: "DOCUMENT - External batch and tracked batch not specified (store code + item code)."
- Internal reference: If the internal batch is specified for the file, this information is retrieved systematically. If the internal batch is left blank, it is taken into account by the
formula specified for the store. In this case, if the "Automatic assignment" option is checked for the formula, this field is populated during import using the formula.
Otherwise, the document is rejected with the following message: "The internal batch is not specified (store code + item code); automatic assignment is not supported." A
document including a batch-managed item with no internal reference and/or external reference specified is not integrated at all. Documents containing information linked to a
batch for an item that is not managed in batch mode, will not be integrated.
No effect on physical inventory
Information linked to the internal and external batches, or to the tracked batch is not mandatory for documents for which the batch management setting displays a value other
than "Mandatory".
If the batch management setting for a document type is Mandatory, or if the file includes an external batch for the lines, the rules described above will apply (see "Importing
documents increasing physical inventory.")
- Document that closes a previous document: The imported file must include the relevant external and internal references (and the tracked batch), as this information is used
again when adding merchandise to stock, and consequently at batch level.
Importing sales documents
When importing a sales-type document that decreases the physical inventory, the following rules apply:
Either, the file specifies any internal and external reference (and tracking reference, if supported) for the batches to be reduced:
This information takes precedence over the use of automatic picking at store level. These batch references must exist for the store and the item in question. If the batch does
not exist in the database (search for the internal, external, and tracking references), the following message is displayed informing that the document has not been integrated:
"Problem while searching for batch (warehouse code) (item code) (internal reference) (Tracking).
Or, the file does not specify any internal and external reference (and tracking reference, if supported) for the batches to be reduced:
If automatic picking has been activated for the store, the document is integrated by reducing the batches based on the picking rule. Otherwise, the document is not imported
and the report includes the following message: "The batch references are not specified (warehouse code) (item code); automatic picking is not supported."
Expiry and use-by dates are not mandatory, even if they are supported. They are retrieved from the identified batch.
Importing inventory/transfer documents
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When importing documents that increase physical inventory, the same rules apply as for purchase documents.
When importing a document that reduces the physical inventory where this document is not a sales-type document, the batch must be identified in the file (internal batch,
external batch, and tracked batch, if supported).
Given that the withdrawal of inventory for a transfer or special movement is linked to a specific physically identified batch, the automatic picking rule linked to the store does
not apply.
Sales Conditions - Contents
The management of sales conditions is an optional module of Yourcegid Retail Y2. This is used to manage promotions after having analyzed the items of the sales receipt
according to their context (store, period, customer, etc.) Sales conditions are configured to apply once the process of entering items on a receipt is completed.
Examples of sales conditions:
- 2 pairs of trousers purchased for €15, instead of €10 each.
- When 2 items are purchased from the E05 collection, the third item can be purchased for €1.
- 2 products purchased from the “AROMAS” category for a minimum amount of €50 = 10% discount on an item from the “TROPICAL ISLANDS” category.
Each rule defines one and only one condition.
Warning!
Sales conditions are not appropriate to set sales, and can be used only at cashing (in documents of type FFO.)
Settings for application rules
General tab
Conditions on lines/Conditions on receipts tab.
Conditions on customers tab
Benefit tab
Benefit tab - Discount type
Additional setups
Manual selection of sales conditions
Alert message for gift certificates
Multi-level management
Sales conditions based on a list of items taking into account the concept of available inventory
Simulation tool
Step 1: Simulate a document
Step 2: Simulate a calculation
Reporting
Additional information
Applying sales conditions to receipts with null totals
Combining sales conditions
Order in which sales conditions are applied
Calculation algorithm for sales conditions
Discount management
Storing sales conditions
How sales conditions are used at checkout
Summary of screens available in Front Office
Printing sales conditions on pending receipts
Operating in standalone mode
Sales conditions with number of occurrences
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Sales conditions with triggers
User field management
Gift list management
Gift certificate management
Discount types and conditions
Examples of settings defined for sales conditions
Discounts on items of the grouping
Reduced price for X items bought
Third item at €1
Reduced price for X items bought from the same category
X items bought, the additional item is free
Gift offered
Gift certificate offered
Gift to select from a list
Progressive discount based on the quantity purchased
Doubled loyalty points
Customer's birthday discount
Discount on similar item
Applications Rules: General Tab
Back Office: Sales - Sales conditions - Rules
Defining a sales condition allows you to define when and how the rule will be applied.
Click the [New] button to create a new rule. This tab is used to define which rules will be applied to the current receipt.
Fields
Description
Sales condition
Sales condition code and description
Close
Checkbox used to disable the condition (temporarily or not)
Restriction categories
The latter will limit the display of some data depending on users. You can then decide whether a
user should view certain sales conditions. If the user has access only to restriction category X, only
the sales conditions relating to the category the user is entitled to will be used. Restriction
categories are created in the Administration module, menu Users and access, command User
restrictions/Restriction categories (refer to User restrictions.)
Type of sales condition
Is used to define conditions of type "Line" or "Receipt" with the objective to use them in a
cumulative way. Depending on the selection made, the following two tabs will be displayed. Tab
Conditions on lines / Conditions on receipts.
For a same receipt, you may have X sales conditions of type "Line", but only one condition of type
"Receipt". (Sales conditions with discount type "On receipt" are considered as sales conditions of
type "Receipt".)
Level
This option is available if the “Multi-level management” company setting is ticked in Commercial
management/CRM/ This option triggers cascading applicable sales conditions. Sales conditions
are calculated by level (level 1, then level 2, etc.)
Application period
This field defines the period during which the rule is to apply.
Frequency
A frequency or periodicity defines a time or date range that can be used in sales conditions (refer
to Periodicities.)
The periodicity can be created by the means of this button, or entered directly via module
Settings - menu General - menu item Periodicities.
Exception periods
This area is used to manage exclusion periods for the sales condition.
Click this button to open the "Exception periods" window.
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Note that the bottom of the screen displays a summary of the application rules as well as of advantage granted.
Application Rules: Conditions on Lines/Conditions on Receipt Tabs
Back Office: Sales - Sales conditions - Rules
This tab allows you to check the receipt lines in order to search for the applicable rules. Some of the fields described hereafter will be displayed or not, depending on the tab
actually used - Conditions on lines or Conditions on receipt. The tab displayed is subject to the selections made previously in field "Type of sales condition” in the General
tab.
Header
Click this button to erase all the exception periods defined in this table.
Currency
The rule will only be applied in stores that use the same currency as the currency configured in the
rule. Therefore, in order to apply the same sales condition to stores that use different currencies,
you will need to create as many rules as there are currencies.
System
To ensure that amounts are managed consistently, a rule only applies to documents included in the
same system: Tax excl. or Tax incl.
Attention! If the tax inclusive system is used, customers configured for the tax exclusive system
will not be able to benefit from the sales condition. In the same way, if the tax exclusive system is
used, only customers configured for the tax exclusive system will be able to benefit from the sales
condition.
Markdown reason
Sales conditions must be linked to a markdown reason of type "Sales condition discount".
Markdown reasons can be created by the means of this button, or entered directly via module
Settings - Front Office - Markdown reasons.
Fields
Description
Exclusive rule on lines/receipts
Option available in the Conditions on lines tab
According the exclusive rule selected:
- Lines: is used to exclude the other line conditions. This line condition will be the only one
applicable; it cannot be combined with other line conditions.
- Receipts: is used to exclude receipt conditions.
Both options can be checked. In this case, the condition cannot be combined with another.
Consider free items
This option enables you to take into account free items when calculating sales conditions. Just
remind: free items are items for which the "Item for free at register" option is ticked in their
records. This option applies whatever the type of condition on items: trigger or grouping. If the
benefit generates a discount on the cheapest item, the free item will not be concerned.
Consider items with no line discount
Option available in the Conditions on lines tab
If this option is ticked, item record property “Line discountable” is not assessed in the benefit
calculation of the sales condition. All items are taken into account according to the value of the
Condition field (as explained below.)
- Applicable to all items: all items are taken into account, as the item property is ticked or not.
- Applicable to non-discounted items: only non discounted items of the selling line are taken into
account for the calculation of the sales conditions, as the item property is ticked or not.
- Applicable to discounted items: only discounted items of the selling line are taken into account
for the calculation of the sales conditions, as the item property is ticked or not.
Option supported in standalone mode.
Application example:
30% for 2 items and more, on the most expensive item concerned by the sales condition.
- Option not enabled: The sales condition will not be triggered if the item is not line discountable.
- Option enabled: The sales condition will be triggered differently:
- One of the two items is not line discountable: the most expensive item will be discounted.
- Both items are not line discountable: the most expensive item will be discounted.
- One of the two items is not line discountable, and it is the most expensive one;
nevertheless, the most expensive item will be discounted.
Option available in the Conditions on receipt tab
This option operates differently depending on whether the item is subject to a line discount (RL),
a total invoice discount (RP), or is not discountable (NRL, NRP):
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Example of operation with option “Maximize benefit”
Let us assume the following: a sales receipt includes an item with a base price of €100. A discount of 20% is applied to the cart (price list, salesperson...) i.e. a final unit price
of €80 for the cart.
- A line sales condition of 20% is applied too.
- As well as a receipt sales condition of 50%.
Consider items with no invoice total
discount
Option supported in standalone mode.
Application example:
For a purchase worth €10 and more, a discount of €15 is granted for the whole receipt.
- Option not enabled: The sales condition will be triggered and the €15 discount for the receipt
will be granted for the total invoice discountable item.
- Option enabled: One of the items is subject to a total invoice discount The sales condition will
be triggered and the discount of €15 will be granted and distributed on both items.
Condition
You can manage sales conditions for already discounted items; for example. You can define that
already discounted items can benefit from only 40% off whereas non discounted items can
benefit from 60% off. To do so, select the appropriated type of application from the selection list.
Please note that the selection "Applicable on non-discounted items” is impacted by the multi-
level management feature (see Multi-level management.)
Maximize benefit
This option is aimed at limiting the benefit granted by the sales condition, according to the
discount amount already granted for the line, so that you may manage a maximum discount
applicable for each line. According to the base price of the item (discounts based on the gross
price) or the net price of the cart (discounts based on the price taking into account discounts
already applied), the discount granted will be limited by defining a ceiling for the total amount
granted for a same item. This option is available only for the following discount types (selected
in the Benefit tab):
- On items of the condition
- X for Y
- On additional items
- On sales receipt
The forced selling price is considered as a discount granted by the salesperson and processed the
same way. In the case of a manual price change by the salesperson, this will be considered as the
base price of the item. When the discount maximization is enabled, the “Maximum discount”
column will be removed: The maximum discount amount will be applied automatically as
compared to the price selected. An example of operation is described hereafter, below this table.
Combinable with line rules
Option available in the Conditions on receipt tab
This option is used to add additional benefits. For example, the customer can benefit from line
rules combined with a discount of 10% on the receipt (loyal customer.)
Apply systematically
This option, proposed only if the benefit is of type “Gift” (‘refer to the Benefit tab,) offers the
possibility to apply the sales condition systematically. If the option is ticked, the Exclusive rules
on lines/receipts are disabled since they are not taken into account. Option recommended for
multi-level management (refer to Multi-level management.)
Maximization type
Base price
Cart
discount
Cart net
price
Line sales condition discount
Last net
price
Receipt sales condition discount
Last net
price
Without maximization
100
20
80
20% of 80 = 16
64
50% of 64 = 32
32
Versus base selling price
100
20
80
20% of 80 = 16
64
50% of 100 = 50
Discount already applied: 100 - 64 =
36
Therefore, the discount is 50 - 36 =
14
50
Versus net price
100
20
80
20% of 80 = 16
64
50% of 80 = 40
Discount already applied: 80 - 64 =
16
40
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Conditions on items
This section available in the Conditions on lines tab, limits the use of the rules according to several settings, and in particular according to the entry grid of the conditions
triggering the benefit (in the Benefit tab.) Note that after having completed the grid, if the conditions on items are modified, a message will display to inform you that the
benefit grid will be erased. You will have to populate it again according to the new conditions on items.
Condition on quantities
Condition on amounts
Therefore, the discount is 40 - 16 =
24
Field
Description
Item trigger
This field is available only if the Price/discount per grouping is not ticked. This trigger allows
you to define the items triggering the condition.
Triggers can be created by the means of this button, or entered directly via module Settings -
menu General - command Triggers. (Refer to Triggers.)
Price/discount per grouping
This option is available only for the following discount types (available in the Benefit tab): “on
items of the condition” and “gift”. Tick this option if you want to define conditions with item
groupings; then define the item grouping of your choice in the field Item grouping described
hereafter. Please note:
Item grouping
This field is available only if the Price/discount per grouping is ticked. It allows you to handle
benefits by item groupings. The groupings proposes are based on various values of the item
record, such as user-defined tables (e.g. department or category), user fields (only those of type
“Selection list” are proposed), item statistics 1&2, the item group/ (refer to Benefit specificity of
type “Item group”), and even one or more items (if you select the “Generic item” option.)
According to the item grouping selected, the benefit granted to the customer must be entered in
the Benefit tab (refer to Entry grid for the conditions triggering the benefit.)
Note that the item grouping must be selected before completing the Benefit tab; otherwise, a
blocking message will be displayed.
Presence of a minimum quantity in each
grouping
This field is available only if the Price/discount per grouping is ticked. This option is used to
combine several triggering conditions such as the purchase of a shirt and a pair of trousers. In
order to benefit from a condition, this allows cumulating several elements of a grouping, to be
defined in the Benefit tab (refer to Entry grid for the conditions triggering the benefit.) If
quantities are handled, the minimum quantity entered in the grid for the conditions triggering the
benefit will apply. In the example below, the condition will be met with 1 item from department
PA1 and 2 from department SO1. The condition will not be triggered if one item is missing.
Fields
Description
In multiples of
- Option ticked: The sales condition is subject to a quantity multiple. The benefit applies to all
groups of X items (X being defined in the “In multiples of” column of the entry grid of the
conditions triggering the benefit.)
- Option not ticked: The sales condition is subject to a minimum quantity. The benefit applies
from a minimum purchase quantity (quantity being defined in the “Minimum quantity” column
of the entry grid of the conditions triggering the benefit.)
Whether the option is ticked or not, you must fill in the entry grid for the conditions triggering
the benefit in the Benefit tab.
Example of operation
A sales condition triggers for a quantity of 2 items a discount of 10% The sales receipt includes 5
items, you will get the following:
- Option ticked (with a multiple of 2 defined in the entry grid for conditions triggering the
benefit:) items 1 and 2 trigger the condition and a 10% discount is granted for item 1. Items 3 and
4 trigger the condition, and a 10% discount is granted for item 3. Item 5 does not trigger the
condition and remains available for a possible other condition.
- Option not ticked (with a minimum quantity set to 2 in the entry grid for conditions triggering
the benefit:) items 1 and 2 trigger the condition and a 10% discount is granted for item 1. The
other items of the receipt are “flagged” and are no longer available for other discounts.
Incentive number
This setting is optional and defines the number of items triggering the display of the incentive
message defined in the Benefit tab (example of incentive message: Buy 2 items and get 30% off
for the third.) Please note:
- If this setting is set to 0; the incentive message will never display.
- If the number is reached, the message is not displayed anymore, and the sales condition will
apply.
Fields
Description
This field specifies how to calculate the receipt. For example, if to benefit from the sales
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Condition on stores
The condition on stores section allows you to restrict the use of the rule to one or more stores. Note that the list of stores is automatically limited based on the configured
currency.
Condition on keyword
Application Rules: Conditions on Customers Tab
Back Office: Sales - Sales conditions - Rules
This tab is used to specify the customers for whom the rule must be applied.
Header
Calculation type
condition, the rule requires a purchase of €100:
- Entire receipt: the entire receipt must amount to €100.
- Set of submitted items: the items of the condition must reach €100.
- Each item; each item of the receipt must reach €100.
Incentive minimum amount
This setting is optional and restricts the application of the rule to a receipt with a minimum
amount. The incentive message (defined in the Benefit tab) will be displayed at validation of a
document meeting the required incentive minimum amount (example of an incentive message:
€1000 spent = 1 gift worth €30.) Please note:
- If this setting is set to 0; the incentive message will never display.
- If the minimum amount is reached, the message is not displayed anymore, and the sales
condition will apply.
Fields
Description
Store trigger
This field specifies the stores triggering the condition (region, surface, etc.)
Triggers can be created by the means of this button, or entered directly via module Settings -
menu General - command Triggers. (Refer to Triggers.)
Fields
Description
Keyword
Enter the keyword that will trigger the sales condition. To avoid any error, note that the keyword
is automatically entered in uppercase.
The keyword entered or scanned in the sales transaction entry screen is compared to the
keywords present in each sales condition eligible for the customer. The entered value must be
exact.
When entering a sales transaction, you will use the [other actions/Business
operations/Keyword entry] button to access the keyword entry screen. There, you can add or
remove a keyword, and view those already entered. You just have to enter or select the keyword
to activate the benefit from the sales condition.
Scan is mandatory
In some case, the cashier should not be able to enter manually a keyword corresponding to an
offer. These keywords should only be accessed by reading a flyer. In this case, tick this option.
Fields
Description
Conditions on customers
Tick this option so that the sales condition applies to customers according to the criteria you will
define in this screen (also for loyal customers.) Note that if the customer, specified when entering
a receipt, is fictitious, it will not be possible to apply a rule containing a customer-based condition,
even if the Condition on customer checkbox is ticked.)
Customer trigger
The customer trigger enables you to define how the condition is triggered (region, birthday, etc.)
Triggers can be created by the means of this button, or entered directly via module Settings -
menu General - command Triggers. (Refer to Triggers.)
The management of occurrences enables the condition to be applied according to the defined
number of occurrences over a given period.
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Loyal customers
These conditions can be applied to loyal customers:
Remarks about of management of occurrences
If there is a trigger, the latter will be checked: if the customer is not referenced, the condition will not be met. Two conditions may coexist, but will be applied the following
way:
- The customer is loyal, but not referenced in the customer file: the application searches for conditions on loyal customers. (Note: A non-referenced loyal customer may be a
walk-in customer who nevertheless has a loyalty card.)
- The customer is loyal and referenced in the customer file: the application searches for conditions on loyal customers.
- The customer is not loyal, but referenced in the customer file: the application searches for conditions on non loyal customers.
- The customer is neither loyal, nor referenced in the customer file: the condition is not valid.
It is therefore possible to share the application of a condition according to a customer and his membership in a loyalty program.
Examples for a same condition:
- Referenced and loyal customer who has not been benefiting from this condition for 3 months.
Number of occurrences
The number of occurrences can be tested for several types of periods for referenced but non loyal
customers:
Please note:
- The default value is set to 0 and makes this option ineffective.
- The specification of a trigger is not mandatory to enable the control of occurrences.
Period
Defines the polling period with fixed dates.
Example: The customer comes to the store on January 21, 2014 to benefit from the sales condition
limited to 1 occurrence from January 1, 2014 to January 31, 2014. The application controls that the
condition has not been used yet for the customer over the given period.
Fields
Description
Conditions on loyal customer
Tick this checkbox if you want to apply the sales condition to the customer involved in a loyalty
program.
Loyalty program
The specification of a program is not mandatory to enable the control of occurrences. The
customer must just be loyal; therefore his membership to a loyalty program with an active card is
taken into account. These features are operational only for V2 loyalty.
Minimum number of points
This field refers to the number of points that may be set in a loyalty program.
Number of occurrences
The management of occurrences enables the condition to be applied according to the defined
number of occurrences over a given period. The default value is set to 0 and makes this option
ineffective.
Period
This field takes into account the various periods specific to loyalty:
Based on your selection, an additional field will display to specify this period.
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- Referenced and loyal customer who has not been benefiting from this condition for 1 months.
Applications Rules: Benefit Tab
Back Office: Sales - Sales conditions - Rules
This tab allows you to configure the advantages earned by the customer in cases where the rule has been applied successfully.
Header
Fields
Description
Discount type
This field defines the type of benefit that will apply; the selections proposed depend on the type of
the sales condition (line or receipt as defined in the General tab.) Click here to see all options
proposed.
Deduct the amounts paid in
This option will work only for sales conditions with discount type "Gift certificate".
It may be used if you want to exclude the customer from benefiting from the sales conditions if he
pays with certain payment methods such as a credit note or a gift certificate. Example: The
customer purchases an item worth €100 with a sales condition that generates a gift certificate of
€5. The customer comes back to the store and returns the item; a credit note of €100 is generated.
When the customer comes back again for a purchase and pays with the credit note, an action must
be performed.
Now, if the customer pays with a payment method of that list, the amount of this payment method
will be deducted in the calculation of the sales conditions.
Example:
A customer makes purchases for €100 paid with a bank card; the application generates a coupon
worth 5% (€5).
The customer comes back and returns the item: a credit note of €100 is generated.
The customer comes back again and makes purchases for €200. He pays:
- Case 1: with the credit note (in full) - Generation of a coupon worth 5% of the remaining amount
of the receipt, i.e. €100 (€5).
- Case 2: with the credit note + coupon worth €5 - Generation of a coupon worth 5% of the
remaining amount of the receipt, i.e. €95 (€4.75).
Allocation of the discount amount on
all items of the condition
This field is available only for a sales condition with discount type “On items of the condition/On
items of the grouping.” If this setting is checked, the calculated discount amount is allocated to all
the items covered by the condition. Please note! The discount amount remains the same, but this
amount is allocated to all items proportionally.
On items of the condition
In the case of a condition with discount type “Fixed price the option enables the following:
- Option ticked: the final amount of the items of the condition is the one specified.
- Option not ticked: the final amount of the receipt is the one specified.
Priority
This option defines priorities for the sales conditions, without taking into the usual calculation
algorithm. You decide which sales conditions will be applied in priority for the customer. This will
work, if the “Priority management” company setting available in the CRM section is enabled.
Note that the default value is set to 1.
Lists of items
This field is available in the case of a discount of type Gift; it is used to select the list of items that
may be offered to the customer as benefit of the condition. This item is may also be based on
inventory criteria (items managed in stock and or items with negative or zero stock.) These options
may be checked when creating the list of items (refer to section “Options relating to sales
conditions.”)
Item lists can be created by the means of this button, or entered directly via module Basic
data - Items - Item list.
Discount in %
This field is available in the case of a discount of type Gift; it allows the customer to benefit from
a discount percentage for one of the gifts of the list (i.e. benefit from 50% off for one of the items
in the list.) Tick this checkbox to enter the discount percentage. This discount will apply to all the
gifts selected. This option is not available if the “Apply systematically” option is ticked (refer to
the Conditions on lines/Conditions on receipt tabs.)
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Entry grid for the conditions triggering the benefit
This grid is to be populated systematically, whatever the setup of the condition. Based on the type of discount defined, this grid may contain one or more lines.
You can define there that the benefit is a discount percentage or an amount applied to each item. You can also define the items of the grouping set in the Conditions on lines
tab. This benefit can be linked to a condition on quantities and/or on amounts.
The percentage-based discount can be rounded by selecting a value in field “Rounded”.
If the “Presence of a minimum quantity in each grouping” is ticked (see section Condition on items in the Conditions on lines tab,) the minimum quantity must be entered in
this grid.
Click this button to open the window for entering the quantity and/or amount ranges.
- If an item grouping has been defined in the “Conditions on lines tab, the first column will be named like the grouping selected (generic item, user field, department,
collection, etc.) The grouping of type “Item group” is explained hereafter, in section “Benefit specificity of type Item group.”
- The “Min. quantity” column is displayed only if the “Condition on quantities” option is ticked.
- The “Min. amount” column is displayed only if the “Condition on amounts” option is ticked.
- The “In multiples of” column is displayed only if the option of the same name is ticked in the “Conditions on lines/Conditions on receipt” tabs. If the receipt contains fewer
items than this quantity, the condition is not met.
- The “Discount” column is used to enter a discount amount (i.e. €2 discount,) plus rounding.
- The “Unit price” column is used to enter a fixed price (with a maximum discount, plus rounding)
- The “Percentage” column is used to enter a percentage (with a maximum discount, plus rounding)
Specificity of benefit type “Item group”
If you have selected a grouping of type ”Item group” in the Conditions on lines tab, click this button to perform one of the following actions:
Creation of an item group
Click the [Access item group] button and populate the following fields:
- Description of the group: free input If nothing is entered, the field is initialized with the description of the first item, thus allowing the quick entry of a group with a single
item.
- Item table: Only one item code can be entered (generic or single item, service, assembly BOM.) If necessary, use the button displayed at the end of the Code field to search
for the item code of your choice. Please note: to enter a dimensioned item, you must enter its generic item. The input order is retained when saving. However, the item
entered, must not already be present in this group, or in another group of the sales condition; otherwise a blocking message will be displayed. Moreover, a non-blocking
message will display if more than 100 items are entered for all groups of the sales condition.
If you exit the inserted line without having entered an item, the line will be deleted even if it is the last line of the table. Once the entry validated, the group will be copied to
the line of the benefit table where you can enter additional information for the line (minimum/maximum quantity, minimum/maximum amount, etc.)
Selection of a new item group
To change an item group already selected in the benefit table, in field “Item group”, click this button displayed at the end of the field. A window displays proposing the
various item groups created so that you can select another group.
Deletion of an item group
Multigift
This option is available in the case of a discount of type Gift; it is used to handle more than one
gift in a list.
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Click this button to open the "Item group" window, and use one of the following buttons:
- This button allows you to delete the item line entered.
- This button allows you to delete the whole item group: the benefit lines associated with the item group are deleted first, and then the group.
Item
Message
It is possible to display a message summarizing the sales conditions upon cashing.
This message can be typed in the Discount field, or generated automatically by the means of this button. The message is generated by taking into consideration the
elements configured for the condition. If a message is defined to be displayed, this type of summary screen will display when a sales receipt is entered.
Fields
Description
All items
Specifies that the condition applies to all items of the condition.
Number of discounted items
Specifies the number of items for which a discount is granted.
Select item
Enables you to apply the discount differently, based on the selection made here. Example of a
receipt with 4 items (A1 at €10, A2 at €40, A3 at €20, A4 at €30) for which a sales condition if the
following type is applied: When you buy 2 items, you get 10% off for:
- The less expensive item(s): the discount is granted for A1 and A3 (the condition is used twice.)
- The most expensive item(s): the discount is granted for A2 and A4 (the condition is used twice.)
- In the receipt sequence: the discount is granted for A1 and A2 (the condition is used twice.)
- The less expensive item(s): the discount is granted for A1 and A4 (the condition is used twice.)
This option is useful only it the condition is triggered several times on the receipt: indeed it grants
the discount for the cheapest item of the group of the less expensive items, and for the cheapest
item of the group of the most expensive items (it gathers the cheapest items: A1 and A3, and the
most expensive: A2 and A4, and applies the discount for the cheapest item in each group.) In the
case where the condition is triggered only once, the discount will be identical to "the less
expensive" discount.
Number of iterations
This option, available for operations of type “line” only, defines the number of times the condition
will apply. Examples for 2 iterations:
- Sales receipt with15 items plus application of the following sales condition “ Buy 2,items, get the
third item free”; tis condition applies twice at most, so that the customer has 2 items free for 4
items bought.
Sales receipt with 5 items plus application of the following sales condition “Buy 1 item worth
€100, get 1 gift”; this condition is applied only twice, so that the customer will be granted at most
2 gifts.
However, conditions can be cumulative (according to the concept of exclusivity.) If there are two
sales conditions:
“Buy 2, get 3rd free” - 2 iterations are possible
“Buy 4, get 2 free” - 2 iterations are possible
These two conditions will fully apply for a sales receipt of 15 items:
- Twice for condition “Buy 4, get 2 free”, i.e. 4 items free for 8 items bought
- Twice for condition “Buy 2, get 1 free”, i.e. 2 items free for 4 items bought
- The customer will get 6 items free for 12 items bought.
These two conditions will partially apply for a sales receipt of 10 items:
- Twice for condition “Buy 4, get 2 free”, i.e. 4 items free for 8 items bought
- Once for condition “Buy 2, get 1 free”, i.e. 1 item free for 2 items bought
- The customer will get 5 items free for 10 items bought.
Note that in some cases, this field is grayed out and forced to 1 (the condition can only apply once
on the receipt.)
Item grouping
In the case of a condition of type "On additional items/On items of the grouping", you can specify
the items concerned via the item grouping.
Membership criteria
This option displays for conditions of type X for Y. If the customer buys 2 similar items, he will
be granted a discount. Similar items are items with the same membership criteria that you can
define here.
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Otherwise, if there is no message defined, only this information will be presented:
Regarding the incentive message, it will be displayed only if the option is checked, and message specified (Benefit tab.)
Benefit Tab - Discount Type
Back Office: Sales - Sales conditions - Rules - Benefit tab
This section describes all the options proposed for the “Discount type” field available in the Benefit tab of the sales conditions. This field defines the type of benefit that will
apply for the customer; the selections proposed depend on the type of the sales condition (line or receipt as defined in the General tab.)
On items of the grouping
The discount applies to all items of the receipt, being part of the grouping selected in the Item section, up to the number of discounted items defined here.
These items, as well as those used to trigger the condition, are then identified and are no longer usable by other sales conditions.
Moreover, items used to trigger the condition and being part of the the grouping defined, will also be discounted.
It is therefore mandatory to select in the Item section, the items to discount by populated the two fields linked to the Item grouping (see screenshot above,) otherwise an error
message will be displayed prompting you to enter this data.
Example of settings
- Discount on the Items of the grouping
On items of the condition
Only these items will be impacted by the discount or the change in the selling price.
Examples of settings
- Reduced price for X items bought from the same category
- Progressive discount based on the quantity purchased
On additional items
Only items that do not satisfy the rule will be impacted by the discount or the change in the selling price.
Examples of settings
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- Third item at €1
- X items bought, the additional item is free
- Gift offered
On sales receipt
All items are impacted by the benefit. In the case of a percentage, the calculation basis will take into account the receipt less the amount of other sales conditions. Example: a
receipt worth €50, with a line sales condition of €10. The final amount will be €50 - €10 = €40 - 10%
Example of settings
- Customer's birthday discount
None
None: no benefit will be granted to the customer. This type of rule is an incentive-based rule only; it allows a message to be sent to the customer, based on the previous
conditions.
Gift certificates
The benefit will be gained in gift certificates. Therefore, it is necessary to create a new gift certificate via:
- Settings - Management - Register operations: creation of a register operation for which the Financial item type field is set to “Gift certificate acquisition - sales condition” in
the Characteristics tab.
- Settings - Management - Payment methods: creation of a payment method for which the “Type” field is set to “Gift certificate acquisition - sales condition” in the Front
Office tab.
Once created, these elements will be available in the Gift certificate field and the codes specified there will be used on the receipt if the sales condition is applied.
The value of the gift certificate is determined in the table displayed in the Benefit tab, expressed in amount or in percentage of the total amount of the items covered by the
condition (by using minimum/maximum ranges or not.)
When using the gift certificate, if the type of use is "Payment method", the gift certificate will not affect the calculation of the sales representatives' margins, in contrast to
type "Discount".
Upon receipt entry, when calculating the sales condition, the acquisition of the gift certificate will not appear on the receipt, but will be printed shortly after.
In the outstanding payment screen, the gift certificates of sales conditions will be displayed with loyalty gift certificates.
Example of settings
- Gift certificate offered
Gift
The customer is granted one or more gifts. Gifts are chosen from a list managed with a value per item. Points are calculated with the items required in the grouping. The
number of points earned by the condition is 0.5 per item. The customer can choose an item worth 1 point:
Moreover, you can also offer as a gift a discounted item (not for free) to be selected from the list of items. You must then specify the percentage of discount in field Discount
in %:
Note that a same list may be used for several sales conditions. The gift list may be visible and modified on this screen with the appropriate rights. The list includes the
following information: code and description of the list, listed items with an estimate of the unit value for each item.
Example of settings
- Gift to select from a list
Fixed price
The customer may also benefit from a final fixed price. Two cases are possible. If in the Benefit tan, the field "On items of the condition” is :
- Checked: the final amount of the items of the condition is the one specified.
- Unchecked: the final amount of the receipt is the one specified.
In this case, the sales condition is exclusive It cannot be combined with another condition (neither with type line, nor with type receipt)
Note that variances in rounding will be applied to 1 item of the receipt.
Example of settings
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- Reduced price for X items bought
Loyalty points
This option is available only if the condition on loyal customer is enabled in the Condition on customers tab since the customer must be associated to a loyalty program. This
allows the customer acquiring loyalty points on a sales condition. You can set in the Benefit tab a fixed number of points or a multiplying coefficient. When a sales receipt is
validated, a line is added to the customer’s loyalty point counter. If two sales conditions of that type are applied, only one line is added to the loyalty point counter. Note: A
user-defined export can extract this information to be processed by an ancillary software application
Examples:
The customer is rewarded 50 loyalty points for 2 items bought:
These points will be earned in addition to potential gains generated by loyalty rules.
The customer doubles the number of earned loyalty points for 2 items bought:
If the customer earns 50 points by the means of the loyalty program, this sales condition gives him 50 additional points.
If you had entered a coefficient of 1.5 instead of 2, the customer would have earned 25 points more.
Example of settings
- Doubled loyalty points
X for Y
If the customer buys 2 similar items, he will be granted a discount. Similar items are items that have the same membership criteria.
In the example hereafter, same department, same collection:
To offer the second item, just apply a 100% discount to a minimum quantity of 2:
Note the following restrictions:
- A “non-discounted” item and a “discounted” item will not be eligible to the X for Y condition.
- Items from a gift benefit cannot increment the number of items bought.
Example of settings
- Discount on similar item
Additional Setups
Manual selection sales conditions
Setup
Back Office: Basic data - Stores - Stores
In the case where several conditions can be applied, this setup enables the salesperson when entering a sales receipt, to select manually the sales condition he wants to apply.
To offer this possibility, open the store record and tick the" Manual selection of sales conditions" option in the Miscellaneous tab. To display the relevant window upon
cashing, you must also populate field “Display the message when cashing” in the Benefit tab of the sales conditions. Note that this option is also available in the batch update
of store data.
Use at cash register
Front Office: Sales receipts - Sales - Enter transaction
Once the setup completed, and if several conditions can be applied, the “Choice of sales conditions” screen displays to enable the user to select the sales condition he wants to
apply. At each allocation, the sales conditions that are still applicable are displayed allowing the user to continue with the selection (see Choice of sales conditions.)
This button resets the default condition to the right grid.
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Alert message for gift certificates
Back Office: Administration - Company - Company settings
Go to Commercial management/CRM. Whether the "Alert on gift certificates for sales conditions" is enabled or not, the operating mode will be the following:
- If the setting is enabled: a message will alert the salesperson that the customer has gift certificates relating to sales conditions.
- If the setting is not enabled: the customer must inform the salesperson that he wants to use the gift certificates.
Multi-level management
Overview
The multi-level option is used to manage cascading sales conditions. Sales conditions are then calculated by level. They are selected according to their eligibility and sorted by
level. Each level is studied successively in an orderly way:
- Study of level 1: All sales conditions of level 1 (line and receipt) are studied to determine the best application choices. The engine grants each quantity of each line a
discount amount.
- After this calculation, level 2 is studied: all items become available again for every level. The sales conditions of level 2 are studied to assign new discounts, taking into
account the same constraints: one line discount of level 2 per item, and one discount of level 2 per receipt. The engine does not change; it grants each quantity of every line a
discount amount based on the amount already deducted from the discount of level 1.
- After this calculation, the next levels are studied: the engine is restarted as long as there are still sales conditions of higher levels.
Settings
In order to implement this working:
1. In the company settings via Commercial management/CRM, enable the "Multi-level management option.
2. In the General tab of the sales conditions, use the "Level field to specify the number levels supported for the sales condition.
Exclusive management
In the Conditions on lines/on receipt tabs, the selection list proposes several options. If option “Applicable on non-discounted items” is selected, the multi-level management
works as follows:
- If there is a sales condition on level 1, the item will be discounted. In this case, a sales condition of level 2 applicable on non-discounted items will not apply. However, a
sales condition of level 3 applicable on discounted items will apply.
Manual selection sales conditions
In the Miscellaneous tab of the store record, use the “Manual selection of sales conditions” to specify whether the salesperson may select the sales condition manually from a
list during a sales transaction. To display the relevant window upon cashing, you must also specify in the Benefit tab of the sales conditions field “Display the message when
cashing”.
Sales conditions based on a list of items taking into account the concept of available inventory
You can select in the Benefit tab the list of items that may be offered to the customer as benefit of the condition. This item list may also be based on inventory criteria (items
managed in stock and or items with negative or zero stock.) These options may be checked when creating the list of items (refer to section “Options relating to sales
conditions.”)
Simulation Tool
Step 1: Simulate a document
Back Office: Sales - Sales conditions - Simulation/Document entry
This simulation tool enables the user to enter fictitious receipts with simple information. The header of the screen is used to enter additional information:
- Store
- Date/Time of the receipt
- Customer
- Currency
- Invoicing: exclusive or inclusive of tax
- Etc.
Once the header information populated, click on this button to insert the items concerned by the simulation.
The simulator recalculates the benefit of the sales conditions for each receipt and then allocates the best combination.
These fictitious receipts will be memorized for further simulations.
They are saved with the discounted price of the sales conditions, with the aim to control and validate possible changes in the setup.
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A global control can be performed to carry out a comprehensive simulation of the set of fictitious receipts.
Step 2: Simulate a calculation
Back Office: Sales - Sales conditions - Simulation/Simulation
A simulation is described by a code, a description, a calculation date and a notepad. You will find hereafter the simulation of the "customer's birthday" as described here.
The notepad contains the list of the sales conditions used for the simulation and the list of the receipts selected.
This button is used to delete the calculations made for the current simulation.
This button is used to launch the calculation of the current simulation.
These two processes undergo a selection step for the receipts to take into consideration.
Reporting
Back Office: Sales - Sales conditions - Simulation/Dashboard
Dashboard for simulation documents
Allows the comparison document by document of the various simulations performed.
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Dashboard by item
Allows the comparison of the various document simulations, item by item.
Additional Information about Sales Conditions
Note that sales conditions are not calculated on return lines, financial items and assortment BOMs. However, sales conditions can be calculated on assembly BOMs.
Applying sales conditions to receipts with null totals
Upon cashing, if a sales receipt is null (price at zero), sales conditions will also apply.
Warning!
Only the conditions granting a gift or a gift certificate (with a fixed amount and not a percentage) are taken into account. This also applies if the null receipt is put on hold.
Combining sales conditions
Sales conditions cannot be combined. Two different discounts cannot be applied to the same item.
However, discounts arising from different sales conditions can be applied to the same line if the quantity defined is greater than 1. If a line meets an amount-based discount
rule and a percentage-based discount rule simultaneously, the latter is converted to an amount-based discount for comparison purposes.
Order in which sales conditions are applied
Sales conditions are sorted by gains. This means that the sales conditions of type line, with control on quantities and amounts are applied first (in decreasing order.) Then,
sales conditions of type receipt are applied in decreasing order of amounts.
Calculation algorithm
Conditions are then sorted as follows:
1. Sales conditions are first selected according to dates, store triggers, restriction categories, tax inclusive or exclusive systems, and currency.
2. Then, the selected sales conditions are calculated independently, one by one to see which ones can be triggered for the receipt, according to items , amount, quantity,
customer, etc.
3. Sales conditions are sorted as follows according to the possible selection of option “Condition on quantities”:
4. Then, a calculation will be made on these sorted sales conditions according to their exclusive rule.
Is considered as exclusive the relevant status of fields “Exclusive rule on lines/receipts” and “Combinable with line rules” in the “Condition on lines/receipt” tab. As you
know, you may have for 1 receipt, X conditions of type “Line”, but only 1 of type “Receipt”.
For example: You have the following 4 sales conditions SC1=discount € 10, SC2=€ 20, SC3=€30€, SC4=€40. Sales condition SC4 is of type “receipt”. Sales conditions will
apply in the following order: SC3, SC2, SC1, SC4.
5. Then, the system applies the sale conditions on the receipt in the preset order. In the previous example, the system applies the SC3 sales condition.
Then, it tries to apply sales condition SC2 (that will apply or not, if there are enough items available on the receipt; the system will apply sales conditions until there are no
conditions to apply anymore.
In doing so, the system ensures that the most advantageous combination will be applied for the customer.
6. Enabling priority management (Benefit tab) makes the system ignore the ranking mentioned above.
Sales conditions will be applied according to the priorities defined in the rule: First sales conditions with priority 1, then sales conditions with priority 2, and so on.
Type of sales
condition
Status of fields “Condition on quantities”
Line
1. In priority sales conditions for which the “Condition on quantities” option is ticked.
2. If several conditions have this option ticked, they will be sorted by decreasing discount
amount.
3. Conditions for which the option is not ticked.
Receipt
If several sales conditions have this option ticked, they are sorted by decreasing discount
amount, given that sales conditions with a benefit of type “On receipt” are considered as sales
conditions of type “Receipt” (even if their displayed type is “Line”.)
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If there is a tie, the original sorting operation will be resumed.
Discount management
Invoice total discount and line discount
Invoice total and line discounts of type "Sales conditions" cannot be applied to the same document.
Interaction with other discounts
Sales conditions are applied before loyalty points are calculated. The amount that is used to calculate the loyalty points takes into account the discounts arising from the sales
conditions.
On the other hand, the minimum amounts configured for a sales condition rule are calculated after the calculation of the discounts that are applied to the lines manually.
Storing sales conditions
Back Office: Sales - Analysis - Discount dashboard
The application of the sales condition to a receipt can be traced by the means of the discount reason. If this reason management is not sufficient, it is possible to find exactly
which sales have benefitted from which sales conditions.
In the case of a discount of type gift relating to a sales condition, the line added includes this information at discount level.
Warning!
This operation mode is used even if the item is a free item. In this case, the discount amount is equal to 0; otherwise it matches the amount of the proposed gift. The discount
dashboard reports this information. Therefore, use the Sales condition criterion available in the Standards tab.
Summary of Screens Available in Front Office
Front Office: Sales receipts - Sales - Enter transaction
After the entry of the items and the customer, the application calculates if all the requirements for the current receipt are met to apply the sales condition. The following
screens may be displayed:
Incentive message
An incentive message displays for the cashier so that he may inform the customer on the sales conditions he is about to get, for example, if 1 item is missing to trigger the
sales condition (refer to the Benefit tab.)
Choice of sales conditions
The Choice of sales conditions screen displays one or more sales conditions applicable to the customer.
You just have to select the sales condition to apply by moving it to the right table, and validate the screen. If need be, you may view the detail of the sales condition by the
means of the appropriate option.
In the case where no message for cashing (see the Benefit tab) has been defined, only the following information will be displayed:
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Clicking this message also displays the detail of the sales conditions.
Items to select from a list
This screen displays in the left pane the list of items from which the customer selects his gift. Note that only items available in stock are visible. If no item is available, a
message will state this.
These buttons are used to move the gift chosen by the customer to the right list, or move it back to the left list if it is mistaken.
These buttons are used to move within a long list.
Also note that amounts (available and remaining) are updated once the value of the gift is reached.
Just remind: the value of the gift is determined when the benefit is defined in the entry grid of the sales conditions triggering the benefit.
Meaning of the available buttons
Access the item record of the selected item.
Remove all the elements selected.
Validate the selection made and go to payment.
Go back to the receipt entry.
Manual selection of the sales condition
If the manual selection is enabled, the screen displays and prompts the user to select the condition. For further information, go to the paragraph describing the manual
selection
Entering a keyword to activate the sales condition
When entering a sales transaction, you will use the [other actions/Business operations/Keyword entry] button to access the keyword entry screen. There, you can add
or remove a keyword, and view those already entered. You just have to enter or select the keyword to activate the benefit from the sales condition. (Refer to the Conditions on
lines/Conditions on receipt tabs.)
Printing Sales Conditions on Pending Receipts
Front Office: Sales receipts - Sales - Enter transaction
If a pending receipt is printed, the calculated discounts of the sales conditions are displayed and the final price of the receipts takes these discounts into consideration.
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Only the standard template can display these discounts. For a specific report, the required changes must be carried out.
Note that the calculation of the sales conditions for pending receipts is subject to a register setting, available via module Settings - Front Office - Register; open tab Receipt
(continued) and tick the "Sales conditions on pending receipts."
For sales conditions with discount type "Gift", the list of gifts to be chosen will not be displayed.
The window will display only when the receipt is validated (before the entry of installments)
The same principle applies to sales conditions with discount type pre-recorded "Gift certificate", the window that allows the selection of the certificates is displayed only at
the validation of the receipt (before the entry of installments.)
How Sales Conditions Are Working in Standalone Mode
The use of sales conditions in standalone mode is limited by the unavailability of certain information.
Sales conditions with number of occurrences
Sales conditions with a defined number of occurrences do not work (refer to the Conditions on customers tab.) To operate with standalone mode, this field must be set to 0.
Sales conditions with triggers
- Conditions with a specified customer trigger: Conditions with a customer trigger relating to fields of the customer record that are not (or cannot be) downloaded to
standalone mode. For example, the “Customer’s birth date” criterion is never sent. Therefore, if a condition relates to a customer trigger that depends of the customer’s
birthday, the condition will not be applied.
- If certain sales conditions are based on triggers, you must check the corresponding setting for exporting user-defined tables and user-defined item fields in the price list
aggregate settings.
Grouping on user fields
Back Office: Administration - Scheduled tasks - Price list aggregates - Exported data tab
User fields can be taken into account in standalone mode (refer to the Conditions on lines tab.) It is possible to export up to 5 user fields at the level of price list aggregates.
For further information about the management of these fields, please refer to the section about user fields.
Management of gift lists
Gift lists used for sales conditions are copied to the register automatically, for their use in standalone mode.
Warning!
In order to avoid systemizing significant traffic when synchronizing the register for standalone mode, the following precautionary measures must be taken:
- Only gift lists (composed of items or services) usable by the sales conditions of the store are recovered.
- Only the gift lists modified since the last synchronization are recovered.
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Note that for item lists:
- In connected mode: only items with a physical inventory >0 in the store are displayed
- In standalone mode: all items are displayed (in stock or not.)
Gift certificate management
Only pre-recorded gift certificates are not available in standalone mode.
Discount types and conditions
Sales conditions with a Gift discount type and those with Conditions on loyal customer are not usable in standalone mode.
Discount on Items of the Grouping (with Condition on Quantity Bought)
Back Office: Sales - Sales conditions - Rules
Examples of settings defined for a sales condition subject to the purchase of items from a same grouping (i.e. Department) and conditioned by a quantity that may be either a
minimum number of items, or a “multiple of...” Indeed, if option “Condition on quantities” is ticked, you can:
- Either tick option “in multiples of” and define this in the input grid of the benefit triggering conditions.
- Or enter a minimum purchase quantity, directly in the input grid of the benefit triggering conditions.
Let us imagine the following items to illustrate the examples below:
- Category BODY CARE (SO3:) C29331 and C23323.
- Department CARE: SH3765 and COND765
Example 1
For a multiple of 2 items bought in the CARE department, the customer gets 10% off for the 1st item found in the BODY CARE category.
Conditions on lines tab
Benefit tab
Result on the cash register
- Case 1: Enter a sales transaction with 2 items from the CARE department with 1 item (C29331) from the BODY CARE (SO3) category. The condition is
triggered and applies the discount to item C29331.
- Case 2: Enter a sales transaction with 3 items from the CARE department with 2 items (C29331 and C23323) from the BODY CARE (SO3) category. The
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Example 2
Example 3
condition is triggered and applies the discount to item C29331 (1st item found.) Items C29331 and CON765 are flagged by the sales condition (1 group of
2.)
- Case 3: Enter a sales transaction with 4 items from the CARE department with 2 items from the BODY CARE (SO3) category, in the following order
(C29331, SH3765, COND765 and C23323.) The condition is triggered and applies the discount to item C29331 (1st item found.) for the first group of the 2.
Then, the discount applies to item C23323 (1st item found) for the second group.
For a multiple of 2 items bought in the CARE department, the application searches for the less expensive item of the BODY CARE category and then
calculates 10% of its value that will be then distributed to all items belonging to this grouping.
Conditions on lines tab
Benefit tab
Result on the cash register
Enter a sales transaction with 3 items from the CARE department with 2 items (C29331 and C23323) from the BODY CARE (SO3) category. The condition
is triggered and calculates the discount: 10% of the value of the less expensive item (distributed to all items.)
For a multiple of 2 items bought, the application searches for all items of the BODY CARE category and then calculates a 10% discount for all these items
belonging to the grouping.
Conditions on lines tab
Benefit tab
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Example 4
Result on the cash register
Enter a sales transaction with 4 items from the CARE department with 3 items from the BODY CARE (SO3) category. The condition is triggered and
calculates a discount of 10% for each of these 3 items. The 4 items will be “flagged” by the sales condition (1 group of 2), since the system takes the first 2
items and discounts all the items of the grouping.
From 2 items or more, bought in the CARE department, the customer gets 10% off for the 1st item found in the BODY CARE category.
Conditions on lines tab
Benefit tab
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Example 5
Example 6
Result on the cash register
- Case 1: Enter a sales transaction with 2 items from the CARE department with 1 item (C29331) from the BODY CARE (SO3) category. The condition is
triggered and applies the discount to item C29331.
- Case 2: Enter a sales transaction with 3 items from the CARE department with 2 items (C29331+ C23323) from the BODY CARE (SO3) category. The
condition is triggered and applies the discount to item C29331 (1st item found.)
- Case 3: Enter a sales transaction with 4 items from the CARE department with 2 items (C29331+C23323) from the BODY CARE (SO3) category, in the
following order (C29331, SH3765, COND765 and C23323.) The condition is triggered and applies the discount to item C29331 (1st item found.)
From 2 items or more, bought in the CARE department, the application searches for the less expensive item of the BODY CARE category and then
calculates 10% of its value that will be then distributed to all items belonging to this grouping.
Conditions on lines tab
Benefit tab
Result on the cash register
Enter a sales transaction with 3 items from the CARE department with 2 items (C29331+ C23323) from the BODY CARE (SO3) category. The condition is
triggered and calculates a discount worth 10% of the value of the less expensive item (values distributed to all items.)
From 2 items or more, the application searches for all items of the BODY CARE category and then calculates a 10% discount for all these items belonging
to the grouping.
Conditions on lines tab
Benefit tab
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Reduced Price for X Items Bought
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: 2 pairs of trousers purchased for €15, instead of €10 each.
Conditions on lines tab
Result on the cash register
Enter a sales transaction with 4 items from the CARE department with 3 items from the BODY CARE (SO3) category. The condition is triggered and
applies the discount to the 3 items.
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Benefit tab
Third Item at €1
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: When 2 items are purchased from the11H collection, the third item can be purchased for € 1
Conditions on lines tab
Benefit tab
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Reduced Price for X Items Bought from the Same Category
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: A pair of football shoes for €119, two pairs for €199.
Conditions on lines tab
Benefit tab
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X Items Bought, the Additional Item is Free
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: 13 bottles for the price of 12.
Conditions on lines tab
Benefit tab
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Gift Offered
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: A bag is offered for 3 items purchased for a total receipt minimum of €80.
Conditions on lines tab
Benefit tab
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Gift Certificate Offered
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: For €80 spent, a gift certificate worth €10 is offered.
Conditions on lines tab
Benefit tab
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Gift to Select from a List
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: 3 items bought = 1 gift worth €10 to select from a list.
Conditions on lines tab
Benefit tab
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Progressive Discount Based on the Quantity Purchased
Back Office: Sales - Sales conditions - Rules
Example of settings of a benefit of type: A pair of shoetrees for €19. Three pairs for €48. Ten pairs for €149.
Conditions on lines tab
Benefit tab
Ticking option "All items" makes benefit all items that are part of the condition.
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Loyalty Points
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: For 2 watches purchased, the loyalty points earned for the receipt are doubled.
Conditions on lines tab
Conditions on customers tab
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Benefit tab
Customer's Birthday Discount
Back Office: Sales - Sales conditions - Rules
Example of settings for a benefit of type: For the customer’s birthday, 10% off for 2 items bought.
Conditions on receipt tab
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Conditions on customers tab
Benefit tab
Discount on Similar Item
Back Office: Sales - Sales conditions - Rules
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Example of settings for a benefit of type: buy 2 items from the same department and same collection, the less expensive will be free.
Benefit tab
Retail Selling Price Lists - Contents
A price list consists of a price list type and an application period. To create a price list, it is therefore necessary to define first the price list type and the application period.
When using price lists, the price of an item can be related to the following:
- The document date (price list application period)
- The store (price list defined for the store)
- The customer or customer category (if a customer price list has been defined)
The Sales Pricing & Promotions (P30453) module must be serialized before you can use this functionality.
Settings for retail selling price lists
Company settings
Rounding methods
Price list types
Application periods
User record
Store record
Access rights
Creating price lists
Specifying a price list when creating an item
Creating a price list by item
Creating a price list by item category
Creating a price list by customer
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Creating a price list by customer category
Updating price lists
Update procedure
Automatic generation
Generating price lists automatically
Managing and controlling price lists
Querying price lists
Editing price lists
Closing price lists
Deleting price lists
Input lists
Labels on new price lists (inclusive of tax)
Comparative report on item price lists
Items without price list
Retail Price List Settings
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Pricing and populate the settings specified here.
Rounding methods
Back Office: Settings - Management - Rounding methods
This command is used to configure rounding methods (see Managing Rounding).
Price list types
Back Office: Sales - Pricing - Price list types
Click the [New] button to create a new price list type and populate the following fields.
Application periods
Back Office: Sales - Pricing - Application periods
Click here for more information on price list application periods.
User record
Field
Description
Price list type
Enter a code and a description for the new price list type.
Pricing system
Used to define if the selling price list is tax inclusive or tax exclusive.
Currency
The price list type is expressed in a single currency that must be defined when
creating the price list.
Coefficient
The Coefficient is the same as the coefficient applied when creating the price list
and is based on the price entered in the item record.
Exceptions by store
This field is used to manage price list exceptions by store. This option is not
modifiable.
Update of price list by
store in purchasing
If the selling price list is entered in purchase documents, the price list update by
store in purchasing will update the following data:
- The store price list for the purchase document if the option is selected.
- The price list for “all stores” if the option is not selected.
Consider prices of item
record
- Option selected: The item selling price will be retrieved if there is no price list
found.
- Option not selected: The item price will not be retrieved.
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Back Office: Administration - Users and access - Users
For each user, you can restrict the visibility of price lists. Therefore, open the user record and go to the Restrictions tab. You can select the various price list types that the user
is authorized to view in the "Restrictions" tab in the user record. If no value is selected, the user will have access to all price list types.
Store record
Back Office: Basic data - Stores - Stores
The "Contact information" tab in the store record is used to associate a selling price list with a store. Note that you can also associate a purchase price list with the store in this
record. (see Retail Purchase Prices).
Access rights
Back Office: Administration module - Users and access - Access right management
Menu Sales (102) - Pricing
This menu lists all available options used to manage retail selling price lists. According to the authorizations, you want to grant to user groups, enable the appropriate access
rights.
Retail Price List Application Period
Back Office: Sales - Pricing - Application periods
This command allows you to enter “Promotion” type periods for price lists applying to all stores. You may define different dates for stores and call them exceptions.
Configuring price periods
Application periods are defined, for tax-inclusive and tax-exclusive price lists. Click the [New] button to create an application period and populate the following fields.
Entering dates by store
Once the Promotional period option checked, the [Change application dates for a store] button becomes active so that you will be able to adjust price list dates for each
store. The list of stores will be displayed when the window is opened:
- The list is limited to only those stores meeting user restrictions.
- If the period is associated to a price list, only those stores associated to this price list will be present on the list.
- The rounding method and dates displayed are those for the generic period for stores that are not exceptions. Otherwise, the ones will be set for the store with an exception.
Deleting an exception for a store is done by re-entering the generic period information.
Database storage
When validating store records, only those records with exceptions will be stored in the database.
Field
Description
Code for period
Specify the code for the period being created.
Price list code
Select the price list type to be associated with the application period. An
application period can be linked to a price list type. This link is mandatory if the
"Price list period always linked to a price list code" company setting is checked in
the Pricing tab.
Description
Application period description
Promotional period
If this option is not selected, the application period will be considered permanent.
Otherwise, the application period will be considered as a promotion. It will then
have a start date and/or end date, rounding type and a markdown reason.
Moreover, the [Change application dates for a store] button will be enabled
so that you will be able to manage store exceptions in order to adjust price list
dates for each store (refer to the following section “Entering dates by store”.)
Starting date
The price list will be applied on this date.
Ending date
The application period for the price list expires on this date. This field can only
be populated if the period is a promotional period.
Rounding type
The Rounding type will be the same as the rounding type used to calculate
discounted price lists for promotional periods.
Mark-down
A Mark-down reason must be selected to justify any discount applied to a price
list corresponding to this promotional period.
Cascading discounts
The Discount in series option allows you to choose whether to authorize a
discount in addition to the discount already existing for the promotional period.
Please note! The periods that series discounts are to be applied to cannot start on
the same date.
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Changing periods
Change generic periods
Generic period dates will become modifiable if there are store exceptions, but there is no impact on the dates entered as exceptions.
Carry forward information to periods set by the store
Data other than dates are always carried forward to the periods set by stores (markdown code, series, etc.).
Carry forward to price lists
If modified, generic period dates will be carried forward to all price lists applied to the stores that are not exceptions to the period. The outside dates of the period (the earliest
start date and the latest end date for exceptions and the generic period) are carried forward to all price lists without the notion of store.
Changing exception periods
The dates and rounding methods may be changed in each store.
Carry forward to generic periods
Concerning the date range for exceptions (the earliest start dates and the latest end date), this information is carried forward to the screen in the following way:
This information is calculated when being displayed on this screen or when validating the exception screen:
- Display of the most recent start date for exceptions if it is before the base period.
- Display of the oldest end date for exceptions if it is after the base period.
Carry forward changes to price lists
Changes in store dates and rounding for stores with exceptions are carried forward to all price lists affecting these stores, with this period as an exception (may be changed in
the Sales module - Pricing - Item price list).
If deleting a store with exceptions (e.g. Changing dates for the ones of the generic record), then the generic period dates will be carried forward to price lists for this store.
Imports
As a reminder, here is an example of an import format and file corresponding to a price period, with a generic record (store set to “...”) and three “exception” records, for three
different stores with different dates.
Here are the results of this import in Sales - Pricing - Application periods/Tax inclusive price:
Importing an exception no longer causes the recalculation of the start and end dates of the generic period, and updating the generic period dates causes the deletion of the
exceptions with the same dates. Information will be carried forward the following way:
- To import an exception period (store entered), changes to dates and rounding are carried forward for all price lists concerning this store in this period.
- To import a generic period (store set to “...”), changes made to dates and rounding are carried forward for all price lists set for stores that do not have exceptions. For price
lists set without the notion of store, these outside dates will be carried forward.
History recovery
There is not history recovery, but an SQL purge of superfluous exceptions corresponding to the old storage system is made available to enable a manual startup for time
periods with light activity, for customers wishing to purge their period tables. This SQL is explained in the following procedure:
Y2_P207_V1100_Best_Practices_and_Performance_Optimization.
Creating Retail Price Lists
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To create a price list, you can use the following methods.
Specifying a price list when creating an item
At item creation
If the "Price list proposal in item creation" company setting is selected (see Company Settings), you can enter price lists directly when creating an item. Once you validate the
item created, the "Base price list of item" window will be displayed. Price lists are created according to the base period defined in the company settings. The price specified by
default corresponds to the retail selling price entered in the item record multiplied by the coefficient configured for the price list type.
Updating the price list of every dimension
If the price list is generated by dimension, then after validation, you can modify the price list for each dimension by clicking the [Modification of dimensions] button.
Calling the Base price list window
After validation, you can also access this window in the item record by clicking the [Additional information/Base price list] button.
Creating a price list by item
Back Office: Sales - Pricing - Item price list
This feature enables you to create a price list (tax inclusive or tax exclusive) for each item. The following data should be entered:
- The price list type
- The application period for the price list
- The store where the price list will be applied, or “All stores” if the price list concerns all stores
- The code of the item for which the price list is being created
- The item price list for all settings
- The item discount as a % in the case of a promotional period, and if no price list has been entered in the previous field
The following fields are displayed again for information:
- The currency for the price list type
- The application period
- The pricing system (inclusive or exclusive of tax)
- The rounding method entered for the application period
- The mark-down reason entered for the application period
Creating a price list by item category
Back Office: Sales - Pricing - Item category price list
This command is used to create a price list for each item category (Homeware, Fashion, etc.) The principle is the same as for item price lists, but instead of selecting an item
to apply the price list to, an item category must be selected. Note that item categories are configured in the Settings - Items - Price list category. Each item can be linked to a
category in the item record in the Pricing tab.
Creating a price list by customer
Back Office: Sales- Pricing - Customer price list
This command is used to create a price list for each item category. The principle is the same as for item price lists, but instead of selecting an item to apply the price list to, a
customer and item category (optional) must be selected. In such cases, the price list will be created using percentages rather than values.
Creating a price list by customer category
Back Office: Sales - Pricing - Customer category price list
This command is used to create a price list for each item category (Staff, VIP, etc.) The principle is the same as for item price lists, but instead of selecting an item to apply
the price list to, a customer category and item category (optional) must be selected. In such cases, the price list will be created using percentages rather than values. Customer
categories can be configured in the Settings - Customers - Customer categories. Each customer can be linked to a category in the customer record, in the Conditions tab under
Pricing. Note that when looking for an item price list, and if there is a customer price list with the relevant item category, this will be used first. Otherwise, the customer price
list defined without an item category will be used.
Updating Retail Price Lists
Back Office: Sales - Pricing - Price list update
This feature enables the update of price lists. This operation will be performed by selecting the items to process, based on the following criteria:
- With the selection of items: Items are displayed according to the criteria you have specified in the various tabs of the multiple criteria screen.
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- On items in stock: items in stock for the warehouses selected are displayed according to the criteria previously specified in the multiple criteria screen. If the selection of
items is made from a generic item, and if the user selects in the wizard the "Generating price lists at dimension level" option, the update of price lists at dimension level is not
linked to the presence in stock of these dimensions, but to the presence of price lists for these dimensions.
On item lists: These are item lists with a scope of use set to “Update of price lists” (refer to Item Lists.)
Price list update procedure
1. Select the items you want to update the price list for, then click the [Update] button to display the wizard for updating price lists.
2 Specify the original price settings, and select in the left part of the screen:
- The initial price to be used to update the price list.
- The price list type and application period that will be used for calculating the new price list (available only if a price list “price” has been selected).
- The store used to determine the base price for calculating the price list update (available only if a price list price or purchase price by store has been selected).
3 Specify the settings for the price list to update in the right part of the screen:
- The pricing system (inclusive or inclusive of tax).
- The price list type that you want to update.
- The application period for the price list that you want to update.
- The multiplier that is applied to the base price in order to obtain the item price for the updated price list. This multiplier is only available if the original price list is neither an
entered price (field will be grayed out), nor a price list in % (the field will become a Discount percentage field.)
- The rounding method applied to the price list calculation.
- The price to be applied (all selected items will have the same price.) This setting is only available if the original price is an entered price.
- The "Generating price lists at dimension level" option indicates that the price list is calculated for each dimension in dimensioned items.
The “Generating price lists from generic items” option remains unavailable. It indicates that the price list is calculated for a generic item.
Note: Once these settings have been specified, a message will be displayed on the bottom of the screen summarizing the settings selected.
4 Click the [Next] button: A message will be displayed giving an example of the new price list calculation.
Example: If price list “XX” = EUR 10, then price list “YY” = EUR 11.
5. Next, specify which stores you want to update.
If "All stores" is selected, the price list will be applied to all stores for which the configured selling price list corresponds to the updated price list type.
However, if a price list specific to the store exists for this price list, this price list will be applied rather than the “All stores” price list.
6. Click the [Next] button to display the summary window.
7. Click the [End] button to update the price list.
Retail Price List Automatic Generation
Back Office: Sales - Pricing - Automatic price list generation
This command gives access to the following sub-commands:
- Calculation program: Allows you to define and modify calculation programs.
- Validate price lists: Allows you to validate automatically generated price lists requiring validation.
- Freeze price lists: Allows you to prevent generation of a price list for selected items.
- Delete refused price lists: Allows you to delete price lists that have not been validated.
- Delete price lists to validate: Only price lists with status "To validate" are taken into account by default.
- Delete validated price lists: Only price lists with status "Validated" are taken into account by default.
- Delete scheduled price lists: Only price lists with status "Scheduled" are taken into account by default.
For further information, refer to the documentation about the Automatic Price List Generation.
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Retail Price List Management & Follow-up
All the previous settings can be configured for both tax exclusive and tax inclusive price lists. The setup is the same, only the application of these price lists differs: tax
inclusive selling price lists will be used to enter sales transaction in Front Office, and tax exclusive selling prices lists will be used for sales documents entered in Back Office,
and subject to the tax exclusive system (i.e. Customer invoice for a company.)
Querying price lists
Front Office: Sales receipts - Pricing - Query price lists
In Front Office, you can view tax exclusive and tax inclusive price lists via multiple selection criteria (price list, items, barcode, etc.) Once the elements displayed onscreen,
use the [Print] button to start printing price lists or use the [Export the list] button.
Printing price lists
Back Office: Sales - Pricing - Reports
Front Office : Sales receipts - Pricing - Edit item price lists
This command prints item price lists of your choice. Specify your criteria in the Criteria and Addition tabs and start printing via the [Run report] button.
Closing price lists
Back Office: Sales - Pricing - Close price lists
This command closes a price list before it will be deleted.
Deleting price lists
Back Office: Sales - Pricing - Delete price lists
This command deletes price lists that have been closed.
Input lists
Back Office: Settings - Documents - Documents/Input lists
Input lists offer you the possibility to add the “Tax excl. price list” and “Tax incl. price list” fields. These selling prices are the selling price lists associated with the document
store (see the Contact Information tab.) The display of these columns is subject to the following access rights, available in the Administration module - Users and access -
Access right management - Concepts/Document entry:
- Display selling price lists when creating documents
- Display selling price lists when viewing documents
- Display selling price lists when modifying documents
- Display selling price lists when generating documents
Labels on new price lists (inclusive of tax)
Front Office: Sales receipts - Pricing - Labels on new price lists
In Front Office, you can print labels according to the change date of price lists, and using many criteria available on the various tabs of the multiple criteria screen. This screen
allows you to display price lists that have been modified (that have been regenerated by a calculation program, for example since a given date (the modification has not
necessarily led to changes in the price list value).
The “Modified price lists” checkbox option allows you to display only those price lists with a value that has actually changed (the old price is different from the new one).
From the list, select the modified price lists you want to print labels for, and then click the [Edit labels] button to start printing.
Please notice that this feature is subject to access rights. To use this feature, you must have been granted the following access right “Labels on new price lists” in the Sales
receipts (107) - Pricing menu, available in Administration - Users and access - Access right management.
Comparative report on item price lists
Back Office: Sales - Pricing - Reports
This command prints a comparative report on item price lists (Sale period, for example.)
Items without price list
Back Office: Sales - Pricing - Items without price list
This command generates a list of items having no price list. This list can also be viewed from the Purchases module.
Trade Price Lists - Contents
The pricing system can be refined using additional application conditions in order to better respond to more specific needs. Depending on the price list settings to be
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configured, there are two possible entry methods specific to trade documents:
- Entry of selling price lists (customers)
- Entry of purchase price lists (suppliers)
In both methods, the following can be managed:
- Price lists by item, y item category, by customer category, by customers and warehouses
- Start and end dates for price list application periods
- Entered price lists
- Discount percentages
- Entered price list totals with discount percentages
- Price lists based on quantity ranges
- Cascading price lists
This feature is available for all types of trade document.
Constraints and settings
Constraints
Company settings
Selling price lists (customers)
Price list types
Actions common to the various trade price lists
Discount types
Query of selling price lists
Purchase price lists (suppliers)
Quick entry of price lists
Query of price lists
Manual update
Constraints and Settings
Constraints
The "Sales Pricing and Promotions" module must be serialized before you can use trade price lists.
Attention!
The use of “trade” price lists is incompatible with tax-exclusive retail price lists. Therefore, tax-exclusive price lists must only be managed in one of these 2 modules at any
given time.
- If trade price lists are used, the tax-exclusive price list that is retrieved is the price list that was created in the Purchases module/Supplier price lists menu or in the Sales
module/Trade price lists menu.
- If trade price lists are not used, the tax-exclusive price list that is retrieved is the price list that was created in the Purchases module/Item price lists menu or in the Sales
module/Pricing menu.
Company settings
Back Office: Administration - Company - Company settings
To enable this feature, you must tick the "Use TRADE price lists" company setting available via Commercial management/Pricing.
Trade Selling Price Lists (Customers)
Back Office: Sales - Trade price lists
Selling price lists can be configured in the following ways:
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- by item
- by item category
- by customer category
- by customer
Each discount level will be applied to the base selling prices specified in the item record. You can manage start dates and end dates for the price list application periods, net
prices, discount percentages; you can also calculate net price and discount totals, or even manage price lists by quantity, a single price list or cascading price lists.
Note:
- Customer categories can be configured in Back Office via module Settings, menu Customers, command Customers, and can then be associated with each customer in the
customer record.
- Item categories can be configured via module Settings, menu Items, command Price list category, and can then be associated with each item in the item record.
Trade price list types
Price lists per item
Back Office: Sales - Trade price lists - Item
The Price lists per item option allows you to manage price lists firstly by item and then by customer category. Discounts are applied to the base selling price specified in the
item record, or to the entered price. It is possible to define the following for each item:
- A price
- A discount rate
- A price AND a discount rate
- A price list by quantity
The “Price list by quantity” checkbox option allows you to define price lists by quantity of items sold. In such cases, the table will be modified and new columns will be
inserted into the price list settings table.
The “Customer category price list” checkbox option inserts a column corresponding to the customer category, which allows you to manage price lists by item category and by
customer category.
Price lists per item category
Back Office: Sales - Trade price lists - Item category
This command allows you to manage price lists firstly by item category and then by customer category. Discounts are applied to the base selling price specified in the item
record. For each item category, it is possible to define a discount with one or more operators (successive discounts). It is not possible to manage net price lists by item
category.
Selecting the “Price list per customer category” checkbox option will insert a column corresponding to the customer category. This allows you to manage price lists by item
category and by customer category.
Price lists per customer category
Back Office: Sales - Trade price lists - Customer/Item category
This option allows you to manage price lists by item category or by item using the customer category as the first criterion. The entry of item price lists by item allows you to
manage price lists by quantity. Discounts are applied to the base selling price specified in the item record, or to the entered price.
The “Price list per item” checkbox option allows you to manage item price lists by item. If price lists have already been defined via the Customer/Item price lists menu, they
will be visible on this screen.
Note that item code can be accessed only if the customer category has been specified and the “Price list per item” option has been checked.
Price lists per customer
Back Office: Sales - Trade price lists - Customer/Item
This option allows you to manage price lists at a detailed level, i.e. by item category and by item with the customer as the first criterion. Only this level of detail allows you to
make changes to a specific customer. Discounts are applied to the base selling price specified in the item record, or to the entered price.
The “Price list per item” checkbox option allows you to refine the price list by managing an entered price or a different discount by item. If this option is checked, the table
used to enter price lists will be modified. Two columns will be inserted: one used to specify the item code and the other to enter a unit price. If price lists have already been
defined via the Customer/Item price lists menu, they will be visible on this screen.
Note that item code can be accessed only if the customer price list category has been specified and the “Price list per item” option has been checked.
Actions common to the various trade price lists
Change conditions
This button allows you to define specific pricing conditions for each line of the price list. Refer to the paragraph below for further information.
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Show pricing conditions
This button allows you to keep the pricing application conditions displayed for the line on which the cursor is positioned.
Copy conditions
This button allows you to copy the pricing application conditions for the line on which the cursor is positioned.
Paste conditions
This button allows you to paste the previously copied pricing application conditions to the line on which the cursor is positioned.
Quick entry of price lists
This button helps you to define price lists by pre-setting the entry of quantity limits so that you only have to enter lower limits. This option is only accessible if the Price
list by quantity box is checked, and if at least the first price list line has been entered.
Application of pricing conditions
The application of pricing conditions may be accessed from the quick entry of price lists by clicking on this button.
This option allows you to define how pricing conditions are applied for each line of the price list. The number of conditions per price list line is limited to 23.
These conditions are cumulative so, for the price list to be applied, all table lines must be taken into account.
Warning:
The following criteria must be met when managing pricing conditions for a price list with quantity ranges:
- The pricing conditions to apply must be identical in all quantity lines.
- Modifications to a pricing condition must be completed in the first line of the price list by quantity.
Discount types
Cascading discounts
This information must be specified for each price list line. It offers the possibility to apply successive discounts to overlapping situations. The system searches for pricing
conditions in a certain context (for example an item and a third-party price list category).
If the “Cascading discount” option is selected in the price list entry window, the system will search for pricing conditions existing in a less-detailed context (for example an
item for all third-party price list categories). If conditions are found, they will be applied too. Pricing conditions are always applied from the most detailed level to the least
detailed level.
As soon as the system finds a context that has not been processed successively, the search for pricing conditions stops.
Warning:
The principle of cascading discounts is only applied to discount percentages.
Cascading discounts with third-party
This option manages how the third-party discount behaves in relation to the pricing system discount. The third-party discount is defined in the "% discount" field in the
Conditions tab of the Customer record.
Forced/Single discount
The pricing system will not retrieve a third-party discount if another discount has been found.
Best discount
The pricing system retrieves the best discount, i.e. the one that is most beneficial to the third party.
Query of selling price lists
Back Office: Sales - Trade price lists - Query
Various selection criteria allow you to display the existing price lists.
Purchase Price Lists (Suppliers)
Back Office: Purchases - Supplier price lists
Entry of supplier price lists
Back Office: Purchases - Supplier price lists - Enter
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This feature allows you to create supplier price lists also called purchase price lists. Supplier price lists can be defined in the following ways:
- By supplier and by item if the “Price list per item” option is checked.
- By supplier and by item category if the option is unchecked.
As with selling price lists, it is possible to create price lists by quantity. The setup of supplier price list being quite the same as for selling price lists please refer to Trade
selling price lists.
Query of supplier price lists
Back Office: Purchases - Supplier price lists - Query
Various selection criteria allow you to display the existing price lists.
Update of supplier price lists
Back Office: Purchases - Supplier price lists - Update
This option allows you to update different levels of a price list according to selection criteria and, with the help of a wizard, to configure the update of previously selected
price lists. The update is performed by the following steps:
- Select the price lists that you want to update.
- Validate your selection by clicking on the [Update] button.
- This will open the wizard to complete the information for update.
- Use the [End] button to validate the process.
Automatic Price List Generation - Contents
The goal of this feature is to generate automatically new selling price lists from existing price lists. This automatic generation is subject to the application of programs and
rules to a base price.
Required settings
Company settings
Access rights
Use of automatic price list generation
Creating a calculation program
Creating one or more calculation rules
Validating price lists
Freezing price lists and/or locking items
Deleting price lists
Settings for Automatic Price List Generation
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Pricing and tick the “Automatic price list generation” company setting.
Access rights
Back Office: Administration - Users and access - Access right management
Access rights relating to this feature are located in the following menus.
Menu 102 – Sales
In section Pricing/Automatic price list generation, you may authorize or prohibit the execution of the following options by your staff.
- Calculation program
- Validate price lists
- Freeze price lists
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- Delete refused price lists
- Delete price lists to validate
- Delete validated price lists
- Delete scheduled price lists
Menu 113 – Follow up actions
In section Sales/Selling price lists, you may trace the various operations and manipulations performed by the staff members when using the “Automatic price list generation.”
Use of Automatic Price List Generation
Creating a calculation program
Back Office: Sales - Pricing - Automatic price list generation/Calculation program
To generate new price lists, you must create a calculation program. The latter must include the original price list and the generated price list, as well as information about
task scheduling.
The execution defines the order in which the various programs are to be run.
The "Calculated price to validate" option allows you to put the calculated price lists through a validation phase before they are created.
In this window, you can also close or delete the program, or start the price list calculation.
Note that you can no longer modify a program once a rule has been associated with it.
Creating one or more calculation rules
Back Office: Sales - Pricing - Automatic price list generation/Calculation program
Once a calculation program created and validated, one or more rules must be associated with it. Therefore, double-click on one of the calculation programs to open the
Program calculation rule window. These calculation rules, apart from the program characteristics, include a selection of items to which the generation of the price lists applies,
as well as the coefficient and the currency exchange rate to be applied for the calculation. Each program can therefore contain several rules that are applied in a predefined and
modifiable order.
Use this button to create a new calculation rule.
To generate the calculation of the price lists, you simply need to start the process in the multi-criteria of the programs or the rules.
Validating price lists
Back Office: Sales - Pricing - Automatic price list generation/Validate price lists
If the "Calculated price to validate" option is checked in the program, you must validate the calculated price lists before they are created.
For this, you simply need to select the price lists to be validated and start the process. The calculated price lists come into effect after validation.
You can also reject the calculated price lists. In this case, the calculated price lists will not be created.
If the price lists are validated for a date that is later than the current date, the validation of the price lists will be therefore deferred.
The status of the price lists is updated to “Scheduled” and they are frozen.
They will have to be validated by a task in the task scheduler.
Freezing price lists and/or locking items
Freezing price lists
Back Office: Sales - Pricing - Automatic price list generation/Freeze price lists
You can freeze specific price lists if you select them and use the [Freeze price lists] button. These frozen price lists are no longer taken into account for the automatic
generation of price lists.
If need be, price lists can be released via the use of the [Release price lists] button.
Locking items
Back Office: Basic data - Items - Items
It is also possible to lock items to exclude them from the automatic generation of price lists. This option is available in the item record in the Pricing tab.
Deleting price lists
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Deleting refused price lists
Back Office: Sales - Pricing - Automatic price list generation - Delete refused price lists
This command enables the deletion of refused price lists. These price lists can be selected via a multiple selection criteria screen before they will be deleted.
Deleting price lists to validate
Back Office: Sales - Pricing - Automatic price list generation/Delete price lists to validate
This command enables the deletion of price lists to validate. Only price lists with status "To validate" are taken into account by default.
Deleting validated price lists
Back Office: Sales - Pricing - Automatic price list generation/Delete validated price lists
This command enables the deletion of validated price lists. Only price lists with status "Validated" are taken into account by default.
Deleting scheduled price lists
Back Office: Sales - Pricing - Automatic price list generation/Delete scheduled price lists
This command enables the deletion of scheduled price lists. Only price lists with status "Scheduled" are taken into account by default.
Managing Price List Programs - Contents
The management of price list programs offers the opportunity to apply via a program several types of price lists to a store by the means of rules.
A price list program consists of several rules. These rules are associated with a price list type and contain the application conditions linked to the store and/or the item.
Example:
Price list types are created by item category (luggage, accessories, prêt à porter...) and the price lists associated with these types are entered.
Then, the rules are associated with these price list types and linked to the "Price list by item category" program.
Finally, the program is referenced in a store record, allowing you to apply the corresponding rule based on the item category and therefore the price lists when entering
documents.
Trade price lists do not support the management of price list programs.
The price list programs work in the same way as the functions for managing retail purchase price lists and retail sales price lists (document entry, labels, aggregate
calculations, standalone mode, etc.)
For further information on purchase and sales price lists, please refer to the documentations about retail purchase price lists and retail sales price lists.
Preliminary settings
Serializing the management of price list programs
Activating the management of price list programs
Access right management
Price list program settings
Defining application rules
Creating application programs for price list types
Configuring stores
Configuring users
How price list programs work
Rules or no rules
Preliminary Settings
Serializing the management of price list programs
Back Office: Administration - Company - Serialization/Activation of modules
This feature requires the serialization of the Sales pricing & Promotions (P30453) module.
Activating the management of price list programs
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Back Office: Administration - Company - Company settings
Go to Commercial management/Pricing and tick the “Management of price list programs per store” option.
Access right management
Back Office: Administration - Users and access - Access right management
Menu (110)—Basic data/Stores
According to the rights you want to grant to user groups, enable the appropriate access rights.
- Pricing/Application rules for price list types
- Pricing/Price list type application programs
General Settings
Defining application rules
Back Office: Basic data – Stores – Pricing/Application rule for price list types
This step allows you to create application rules for price list types that are used to select a price list to apply, based on stores and items, each rule having a priority level. These
price list type application rules define the application conditions and the price list type linked to these conditions. These rules are then grouped together into a price list type
allocation program.
Please note!
This feature is available only if the “Management of price list programs per store” option is ticked in the company settings.
Click the [New] button, and populate the following fields:
Please note!
The following options, contained under the price list type, are not taken into account for price list programs: Coefficient, Update of price list by store in purchasing, and
Consider prices of item record.
You can only delete a rule if it is not linked to a program.
You can also close a rule. In this case, a message notifies you that the rule is linked to at least one program (and includes the corresponding program code).
This button displays the list of the programs using the rule specifying: the code, the program description, the order of the rule in the program, the code and description of
the rule.
Creating application programs for price list types
Back Office: Basic data – Stores – Pricing/Price list type application programs
The application program enables you to select the application rules. The options will determine the cascading searches to perform if no price list is found. The price list
program contains the following:
- Its code and description
- The purchase, tax-exclusive sales, and tax-inclusive sales price list types for the stores
Fields
Description
Application conditions
You can define the application of a rule based on a specific store and/or items.
Triggers for stores and items for which the scope of use is "Application rule for
price list types" are available and can be applied.
If the trigger type is set to “None”, the rule will apply without conditions.
Price list types to apply
The rule consists of either a purchase price list type or a tax-exclusive sales and/or
tax-inclusive sales price list type.
If the rule relates to a purchase price list type, sales price list types are not
available and vice versa.
The price list type cannot be modified for rules associated with a program. This
prevents a purchase type rule being changed to a sales type rule when it is
associated with a program at purchase price list level.
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- The search options for the program
- The applicable purchase and sales rules
Program rules cannot be used in conjunction with one another. Once a price list has been found, it is applied.
Characteristics tab
At this stage, you can only delete a program if it has not been linked to a store.
You can also close a program. In such an instance, a message notifies you if the program is linked to at least one store and also includes the corresponding store codes.
Application rules tabs for purchase and sales price list types
Program rules are assigned the same way for purchases and sales.
- The Application rule for purchase price list types tab is accessible if the “Purchase price list” option is checked on the Characteristics tab.
- The Application rule for sales price list types tab is accessible if the “Tax excl. selling price list” or “Tax incl. selling price list” option is checked.
The screen is divided into two sections:
- Available rules: List containing all of the available rules by price list type (purchase or sale.)
- Program rules: List of program rules and the order in which they are applied.
Closed rules are identified by a checkmark in the relevant column.
The arrows allow you to move a single rule from the Available rules column to the Program rules column and vice versa, or all of the rules with the double arrows. For
program rules, two arrows allow (top, bottom) you to change the application order for a rule in the program. This order is important as it determines the
desired order based on the settings defined for the rules.
Example:
You can put the rules linked to a collection (summer, winter) first, rather than rules linked to a store or region with no specific item data.
Configuring Stores
Back Office: Basic data - Stores - Stores
Every store can specify that it uses a price list type allocation program. In the Contact information tab, the price list program is entered by price list type. You can view the
program by clicking the [Program query] button.
Configuring Users
Back Office: Administration - Users and Access - Users
In the Restrictions tab, the Price list type allocation programs section allows you to select the programs available to this user by price list type (purchase, tax-exclusive sales,
tax-inclusive sales). If user restrictions exist when you are creating a price list program, you must update them.
How a Price List Program Works Whether a Rule is Applicable
You can select a price list within the program in the following way whether the rule is applicable.
Fields
Description
Applicable to price lists
A program is available in the store record provided that the application price list
type for the program has been specified. The program is applied for purchase
and/or tax-exclusive sales and/or tax-inclusive sales price lists. You can access the
settings for the rules by double-clicking on the rule in query mode.
Search options if rule is
satisfied without price list
These options determine the searches that need to be carried out when a rule is
found that meets the application conditions but for which no price list is retrieved.
The following options are available:
- Traversing subsequent rules: Moves to the subsequent rule until a price list is
retrieved.
- Search for the current price list of the store: If no rule returns a price list in this
instance, the price list type in the store record for the price list in question
(purchase price list, tax-exclusive sales price list and tax-inclusive sales price list)
is applied.
- Recover price from item record: This checkbox is selected by default so that the
item record price is retrieved in cases where no price list is found, otherwise the
price will be zero. If this option is not checked and no price list can be applied, the
price is therefore set to zero for the price list justification. This differs from the
price in a document for which the item record price will be retrieved because the
“Proposed price” option for the document type (in the Valuation tab) is applied
after the price list search.
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Rule is applicable
In the case a rule is applicable for the store and the entered item (application conditions are met:)
- If a price list is found, it is applied.
- If no price list is found, the options under “Search options if rule is satisfied without price list” are taken into account. Just remind: This is available in Pricing/Price list type
application programs:
- Moves to the subsequent program rules if the “Traversing subsequent rules” option is checked.
- Takes into account the price list type entered in the store record for the corresponding price list type, if the “Search for the current price list of the store” option is checked.
- Retrieves the price from the item record if the “Recover price from item record” option is checked.
No applicable rule
In the case no rule is applicable, the options under “Search options if rule is satisfied without price list” are taken into account.
The above information applies in this case also.
In both cases, the search is integrated with the following features:
- Document management
- Query of item prices
- Price list search functions when printing price lists and labels
- Table of aggregates to download in standalone mode
Managing Firm Prices - Contents
This document discusses two types of firm price management, both independent of each other.
- Firm price management on document valuation: This feature enables the user to decide whether a document must be revalued when generated. When a document is
transformed or when generating a delivery from an order, prices of the order may be either recovered the same for the delivery or recalculated during generation.
- Firm price management for transfer prices: This is used to keep the transfer prices of the original document when a document is transformed.
General settings
Activating firm price management
Managing access rights
Firm price operation
Creating documents
Modifying documents
Generating documents
Duplicating documents
At checkout
Specific processes
Processes that generate documents
Revaluation method
Data imports
Managing firm prices by supplier
Firm Price Settings
Activating firm price management
Back Office : Settings - Documents - Documents/Types - Valuation tab
This command enables firm price management for the documents concerned. Select the document type, then check the following settings as needed.
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Firm prices on document valuation
This setting is checked by default. It is used to specify that prices will be retained when the document is converted.
This option is only available for purchase and sales documents, with the exception of receipts and receipts on hold.
Firm prices on transfer prices
If this setting is checked, the transfer prices of the original document will be saved when the document is converted.
Managing access rights
Back Office: Administration - Users and access - Access right management
These access rights may grant users authorization to use these features. These rights must be set via Menu 26 — Concepts/Commercial management/Document entry.
- Authorize the status change of firm prices on document valuation.
- Authorize the status change of firm prices on transfer prices.
If the corresponding access rights are not activated, the settings will be displayed in the document types but cannot be modified.
Firm Price Operation
When creating a document
When creating a new document, the “Firm prices on document valuation” status will be retrieved from document type settings. If the appropriate access rights have been
granted, this value can be modified in the “Additions” tab in the document header, if necessary. It may be accessed via the [Additional actions] button.
Click the [Additional actions] button and select the “Additional header information” option.
When the new window opens, click the “Additions” tab to access the “Firm prices on document valuation” option.
When modifying a document
The firm prices option does not affect document modification. If an item is added to a document, the price that is valid on the date of modification will be applied. Note that
the “Firm prices on document valuation” setting can be modified in additional header information.
When generating a document
When generating the next document, the prices depend on the status of the original document.
- If the original document is based on firm prices, no revaluation will be done. The new document will be based on firm prices also, regardless of the document settings.
- If the original document is not based on firm prices, a revaluation process will be done. The status of the new document is retrieved from the document settings.
In the particular case of automatic generation, it is not possible to group documents whose "Firm prices on document valuation" status is different.
Once the “firm price” status is assigned to a document within a given document chain, this status is retained by default.
This principle applies for purchase documents and sales documents.
Example:
When duplicating a document
The following applies when copying documents:
Type
Purchase order
Delivery notice
Supplier receipt
Supplier invoice
Document settings
Non-firm prices
Firm prices
Non-firm prices
Firm prices
Order creation
Order based on firm
prices
Generation of delivery notice
from order
The notice will be
revalued.
The generated notice is
based on firm prices
Generation of receipt from
delivery notice
No revaluation of the receipt.
The generated receipt is based
on firm prices regardless of the
document settings.
Generation of invoice from
receipt
No revaluation of the invoice.
The generated invoice is based
on firm prices.
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- If the original document is based on firm prices, no revaluation will be done.
- If the original document is not based on firm prices, a revaluation process will be done.
The status of the new document is always retrieved from the document settings.
Example:
At checkout
Integrating an ordered or reserved document at checkout
When integrating a reserved document in Front Office, the previous principle applies. If the reservation or available order is generated based on non-firm prices, the items will
be revalued when they are integrated in the corresponding sales receipt.
Miscellaneous Processes Linked to Firm Prices
Specific processes that generate documents
Revaluation method
If the “Use price list when calling price” option in document type settings (Valuation tab) is:
Checked --Then the price list of the item will be searched, based on the store and the date of the document:
- If a price list is found, it will be applied. Any line discounts will be deleted.
- If no price lists are found, a search on the “Proposed price” indicated in the document settings will be done:
- If a price is found, it will be applied. Any line discounts will be deleted.
- If no prices are found, the initial price and line discount will be retained.
Unchecked --A search will be done on the “proposed price” indicated in document settings:
- If a price is found, it will be applied. Any line discounts will be deleted.
Type
Purchase order
Delivery notice
Supplier invoice
Document settings
Non-firm prices
Firm prices
Firm prices
Order creation
Order based on firm prices
Order duplication
Created order revalued
It is not based on firm prices
Order copied as delivery notice.
The notice is revalued. It is based
on firm prices.
Delivery notice copied as invoice
The invoice is revalued. It is based
on firm prices.
Orders
Description
Front Office customer orders
The generation of an available order from the customer order is performed
manually. The principle is the same as for the generation of a document. Generated
transfers will be valued using the proposed price indicated in the document settings,
and will be based on firm prices (the status is not modifiable for transfers).
Sales and transfer invoices
Generated documents are based on firm prices because the valuation of the
document is dependent on the options selected in the wizard.
Replenishments
Firm price status is retrieved from the settings for the generated documents.
Generating special orders from
quotations
The pricing in the purchase order is derived from the quotation, and therefore the
purchase order is based on firm prices.
Generating replenishment
suggestions
The generated documents are based on firm prices because the valuation of the
document depends on the options selected in the wizard.
Replenishment order
automatically or manually
converted to a transfer
The generated transfers are based on firm prices (the status is not modifiable for
transfers).
Generating pre-allotment per
store
Original document based on:
- Firm prices: There is no revaluation performed, and the generated documents are
based on firm prices.
- Non-firm prices: The generated documents are revalued, and the “firm prices”
status is retrieved from the document settings.
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- If no prices are found, the initial price and line discount will be retained.
Manual document revaluation
The [Additional actions] button available in each document allows you to recalculate prices for each document.
It allows you to update prices and apply the corresponding changes to the inventory values if the document is a purchase document (update of LPPs / WAPPs / LCPs /
WACPs.) This function is subject to the “Authorize document revaluation” option accessed via the access rights management module (same option for all documents.)
This revaluation option can be used even if the document is closed.
Data imports
When creating a new document
The status "Firm prices on document valuation" of the new document is always retrieved from the document settings. This status can be modified during importing (by adding
GP_PRIXFERME to the import format.) When importing a new document, the addition of the $$_RECALCULPIECE option to the import format automatically recalculates
the prices in the document. If there is no price found, the price will be retrieved from the import file.
When generating a document
During the generation process, the “Firm prices on document valuation” status of the created document will be retrieved from the document settings. This status can be
modified during importing (by adding GP_PRIXFERME to the import format.) The document revaluation is done as follows:
If the import format does not include $$_RECALCULPIECE field, the following applies:
- If the previous document is based on non-firm prices, the prices will be recalculated based on the document date.
- If the previous document is based on firm prices, prices will be retrieved from the file.
If the import format includes the $$_RECALCULPIECE field, the following applies:
- If the field is checked, the new document will be recalculated automatically.
- If the field is not checked, the new document will not be recalculated and the prices will be retrieved from the file.
Importing transfers
When an issued transfer is imported, it can be converted to a transfer notice or received transfer depending on the import format ($$_DUPLICPIECE.) The generated
document (TRV or TRE) will always retain the valuation from the issued transfer.
Duplicated documents in subsidiary flows
When importing a document that generates a counterpart document, the prices for the duplicated document, as well as the “Firm price” status, will be retrieved from the
original document.
Managing firm prices by supplier
Back Office: Basic data - Suppliers - Suppliers
The [Complementary data/Exception on document management] button, available in the supplier record allows you to manage firm prices at supplier level by
exception. This allows you to manage firm prices according to document type for certain suppliers. The “Management of firm price” field offers three choices:
- Compliant with the document type: Management option linked to the document type is applied.
- Do not manage firm prices: Firm prices are not managed for the document type/supplier combination, regardless of the settings entered in the document types.
- Manage firm prices: Firm prices are managed for the document type/supplier combination, regardless of the settings entered in document types.
Replenishment - Contents
Overview of the replenishment module
Context of use and Objectives
Description of the procedure
Preliminary settings
$$_RECALCULPIECE absent
$$_RECALCULPIECE present and not
checked
$$_RECALCULPIECE present and
checked
Previous
document based
on firm prices
Price retrieved from file:
If file price is set to 0, price retrieved
from previous document.
Price retrieved from file:
If file price is set to 0, price retrieved
from previous document.
Prices recalculated:
File prices are not taken into account.
Previous
document based
on non-firm prices
Prices recalculated:
File prices are not taken into account.
Price retrieved from file:
If file price is set to 0, price retrieved
from previous document.
Prices recalculated:
File prices are not taken into account.
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Creating a replenishment proposal
Populating the header of the proposal
Selecting options on items and quantities
Defining calculation options
Selecting the allocation methods
Selecting allocation methods
Overview of allocation methods
Additional options for allocation methods
Distribution style
Inventory areas
Stores to supply
Favor location
Miscellaneous options
Follow-up of replenishment proposals
Viewing/Modifying a replenishment order
Reset/Statistics
Manual inventory balancing
Balancing procedure
Replenishment open to CBS
Configuring the CBS process
Printing and generating documents
Reports linked to replenishment proposals
Generation of purchase documents
Generation of transfers
Generation of store balancing
Overview of the Replenishment Module
Context of Use and Objectives
Context of use
Goods are received and stored in a so-called “central” warehouse, and then routed depending on their needs, to every store via inventory transfers. Goods missing in the
central warehouse may trigger the creation of a purchase order proposal or a purchase order.
This module cannot be used to automatically rebalance the stores, but nevertheless the module has a manual balancing option.
Objectives
This replenishment and distribution module must help the Inventory controller to:
- Optimize the transfers of goods from the sender warehouse to the stores to supply.
- Calculate potential shortfalls in the sender warehouse resulting in the generation of purchase order proposals or purchase orders.
The inventory controller uses a range of allocation methods to calculate the quantities to transfer, in order to complete the stocks of the stores, so that the following may be
achieved:
- Reach a minimum quantity fixed or preset, by dimension.
- Address the quantities sold over given period.
- Reach a maximum quantity fixed or preset, by dimension in the case the inventory is below the minimum or maximum.
- Address the quantities ordered for replenishment over a given period.
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- Transfer quantities according to the item life curve calculated previously, to the minimum inventory or to the ranking of items in sales.
- Reach a quantity defined by preset inventory assortments.
- Reach a fixed quantity entered, being the same for every dimension.
- Define inventory distribution for stores based on their respective weights as defined by the inventory controller.
Note that the last two methods are preferably used in the context of a first stock implementation, for example at the beginning of a collection. It is also possible to mix up
several methods.
Description of the procedure
The module can assign the quantities present in the sender warehouse, if it performs one or more subsequent operations. Each operation is named allocation. It may concern
only one reference, or a group of items, or even all items. The sum of all these allocations represents the replenishment and distribution proposal. A proposal will be
implemented as follows:
Step 1
Creation of a replenishment and distribution proposal:
- Selection of the store and warehouse (if multi-warehouse management in use)
- Selection of the quantities to leave in the sender warehouse.
- Definition of the net inventory to take into account for the sender warehouse and for the stores to supply.
- Selection of the allocation methods to apply: methods already saved and/or creation of new methods; validation and then selection.
- Choice of a possible selection of items.
Step 2
Generation of the replenishment proposal
Step 3
Query/modification of the replenishment proposal result.
Step 4
Generation of documents (transfers, purchase order proposals or purchase orders.)
Replenishment scheduling
It is possible to schedule replenishment to generate the proposal and the respective documents automatically. In this case, the proposal cannot be changed anymore. However,
the documents generated can still be modified.
Preliminary Settings
Serialization
Back Office: Administration - Company - Serialization
Activate the P30428 - Replenishment module. This will make available the company settings linked to replenishment.
Company settings
Back Office: Administration - Company - Company settings
Various setup options are available in the company settings, in section Commercial management/Inventory.
Access rights
Back Office: Administration - Users and access - Access right management
The access rights relating to replenishment are located in menu Inventory (103) - Replenishment. The various functionalities linked to this menu are listed hereafter:
- Replenishment and distribution: authorize or not employees to use this module.
- Min. max. inventory: authorize or not relevant user groups to create, modify or simply view minimum and/or maximum inventory that can be used then in the replenishment
module.
- Assortments: authorize or not relevant user groups to create, modify or simply view assortments that can be used later in the replenishment module.
- Life cycle curve: authorize or not relevant user groups to exploit these curves in the replenishment module.
- Items excluded from replenishment: authorize or not relevant user groups to exclude items from the calculations made by the replenishment module.
- Rules for replenishment: authorize or not relevant user groups to define rules for the automatic and scheduled allocation of minimum inventory and/or exclusion of item
references.
- Replenishment history: authorize or not relevant user groups to view the history of performed replenishment processes.
- Forecasts on sales: authorize or not relevant user groups to exploit these forecasts in the replenishment module.
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Creating a Replenishment Proposal
Back Office: Inventory - Store replenishment - Replenishment and distribution
A replenishment and distribution proposal can take time for its design and may be changed over time. It is therefore necessary to save the information entered to be able to
view and modify them later.
The window that opens displays the list of existing proposals, and double-clicking a line opens the corresponding proposal.
Click the [New] button to create a new proposal; the Replenishment and Distribution screen displays where you can achieve the various steps described hereafter.
Populating the header of the proposal
Selecting options on items and quantities
Field
Description
Header
The code can be specified only in creation mode. The code has maximum 6
characters. The description must be explicit enough to describe the goal of the
proposal. Specify the sender store the stock of which will be used to transfer
goods. In the case of multi-warehouse management, specify the sender warehouse.
Replenishment type
Three replenishment types are possible:
-Transfer: the processing and the display of the proposal only take into account the
items for which replenishment is required. The documents generated will be
transfers or transfer requests.
- Purchase document: the processing and the display of the proposal take into
account only the items for which missing quantities have been detected. The
generated documents can either be purchase orders or purchase order proposals.
- Transfer and purchase document: the processing and the display are not
optimized.
The Simulation option, if enabled, creates a proposal for the main site and
prohibits any action on the proposal from the remote sites.
Field
Description
Item selection
By default for a new proposal, all items are pre-selected. To check this, the words
“Processing all items“ must be displayed in this section.
If the proposal must cover a selection of items, click the [Item selection]
button in the tool bar of the window, and select the Create item selection option.
Select your items and launch the process.
The “Item selection” section now displays the words “Processing a selection of
items.” You can view this selection of items by the means of the same button, by
selecting the “Query of selected items” option.
Item limitation
In the lower part of the window, on the left, the “Item limitation” section is used
to optimize the processing by working on a limited number of items among those
selected before. Therefore select one of the following options:
- None: all selected items are taken into account.
- On inventory: only items with an inventory record (even null or negative) in the
sender central warehouse are taken into account (items already moved.)
- On available inventory: only items with an available quantity (>0) in the sender
central warehouse are taken into account.
- On movements: only the items moved in the store, for the period concerned, are
taken into account. This option works only if a method on sales or on
replenishment orders has been selected.
On min. inventory of stores: only the items for which a minimum inventory has
been entered for the stores to supply, are taken into account for processing.
Note that it is possible to exclude some items. Therefore, an option available in
the item record specifies if the item must be taken into account or not in
replenishment calculation. This is aimed at taking action quickly on items that
can no longer be replenished from the supplier.
- For a generic item: Tick the “Exclude from replenishment” option in the
Characteristics tab of the item record.
- For a dimensioned item: Display the “Exclude item from replenishment” option
in the Dimension tab of the item record, by configuring this field via the
[Settings] button. Then select Yes or No.
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Defining calculation options
For further information, refer to the section about replenishment rules in chapter
Manual Exclusion of Items/Stores from Replenishment.
Warehouse inventory
This section is used to select the quantities in stock to use in the central
warehouse. If this choice is not specified, the net inventory from the sender
central warehouse will be used. Otherwise, the net inventory is calculated by
adding (+) to or subtracting (-) from the physical inventory in the sender central
warehouse one or more quantity selections from this selection list.
- Qty ordered from supplier = GQ_RESERVEFOU.
- Delivery notice qty = Sum of the delivery notices in progress (the field does not
exist in the DISPO table; so you must cover all lines of document type ALF.)
- Transfer notice qty = Sum of the transfer notices in progress (the field does not
exist in the DISPO table; so you must cover all lines of document type TRV.)
- Orli preparation qty = GQ_PREPAORLI.
- Transfer request - qty received = Sum of the transfer requests in progress (the
field does not exist in the DISPO table; so you must cover all lines of document
type DTR.) The lines worked on are those entering the warehouse.
- Purchase proposal qty = Sum of the purchase proposals in progress (the field
does not exist in the DISPO table; so you must cover all lines of document type
DEF.)
Delivery preparation qty = GQ_PREPACLI
- Qty available for customer = GQ_DISPOCLI.
- Customer reserved quantity = GQ_RESERVECLI
- Transfer request - qty sent = Sum of the transfer requests in progress (the field
does not exist in the DISPO table; so you must cover all lines of document type
DTR.) The lines worked on are those entering the warehouse.
Quantity to leave in warehouse
This section is used to select the quantities in stock to be left in the central
warehouse.
- Min. inventory: keeps in stock the quantity pre-defined as minimum inventory
per item/size for the sender central warehouse.
- Purge warehouse: no quantity is kept in the warehouse.
- Number of fixed parts: keeps in stock the same fixed quantity for all dimensions
(sizes, colors...) and for all items of the proposal.
- Percentage of current inventory: keeps in stock a percentage of the initial
inventory in the sender central warehouse.
Field
Description
Optimization
These options are available to optimize calculations. It is advisable to tick these
options:
- Do not run methods after stockout (recommended): No allocation method will
apply as soon as available inventory in the sender warehouse is null. This option
must not be ticked in the case of shortage control, in order to be able to generate
purchase orders.
- Limit the proposal to non-null records (recommended): keeps only records with
a proposed replenishment quantity different from zero or missing part different
from zero.
Inventory of warehouses to supply
- Considering warehouses that validate notices: This option changes the
requirement of stores to be supplied by defining at your choice the concept of net
inventory instead of simple physical inventory. If this choice is not specified, the
net inventory of each store to supply will be used. Otherwise, the net inventory is
calculated by adding (+) to or subtracting (-) from the physical inventory of each
store to supply, one or more quantity selections from this selection list.
This option is based on the following rule:
- If the option is not ticked, the application takes into account the warehouses for
which the option “Consider in replenishments” is ticked and the option “Validate
transfer notices” is not ticked (see Warehouse Record.) In short, warehouses that
validate transfer notices are excluded.
- If the option is ticked, the application takes into account the warehouses for
which the option “Consider in replenishments” is ticked (see Warehouse Record.)
In short, all warehouses (those validating transfer notices and those that do not)
are taken into account.
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Selecting the allocation methods
Once you have defined these various options, you must select an allocation method. You can select an already existing method, or create a new one. Once validated and then
selected, the allocation method clearly displays in the table of allocation methods of the replenishment proposal.
Examples of allocations:
- Fixed quantity of 1 part by size
- Maximum quantity of 15 parts by size
- Sales from 01/15/2001 to 01/22/2001 x (coefficient 1.20) – (store inventory)
Methods can be combined in one single replenishment proposal. These methods will apply in their order of presentation, in order to achieve an ideal distribution:
- Fixed quantity of 1 part
- Min. inventory set up
- Period of sales
In the previous case, for each store to supply, three successive passes will be made to progressively increase the quantities to transfer. The presentation order and consequently
the application order of the methods can be changed in this screen without any impacts on the settings of the allocation methods. Allocation methods are described in detail in
section Allocation Methods.
Allocation Methods
Back Office: Inventory - Store replenishment - Replenishment and distribution
Each allocation method is saved in order to memorize the various available choices all over the year: Allocation methods for the beginning of a collection, for replenishment,
for the end of a season, for promotional sales, etc.
You can create as many methods as required by the means of the [New allocation method] button available in the Replenishment and distribution screen. In the
Allocation method screen that displays, select one of the methods detailed hereafter from the “Type of method” selection list.
Manual entry
This is aimed at entering manually any quantities to transfer.
This is the most basic method where quantities to transfer are entered manually.
Attention!
This method cannot be combined with others.
Fixed quantity entered
This is aimed at sending a fixed quantity per store.
Note:
This option is tested if the “Multiwarehouse per store” company setting is
enabled (section Commercial management/Stores and warehouses,) and concerns
replenishments of type Purchase and Transfer.
Generation after processing
This section defines the processing sequence: the generation of the selected
documents will be launched at the end of the calculation process of the proposal.
Tick the document type desired (purchase or transfer) and click the associated
button to select the type of generation:
- Purchase documents: Generation of purchase orders or purchase order
proposals.
- Transfers: Generation of sent transfers, transfer requests or transfer worksheets.
Rounding on "purchase by multiple
qty"
This section displayed in the lower part of the screen allows you to take into
account the value of “Purchased in multiples of” in the Management tab in each
item record selected. Click the associated button to select the rounding type.
Examples of rounded calculations:
History
This option allows you to store the result of the replenishment proposal for a
number of days to determine.
Planning
The associated button will schedule replenishments so that they will be running
every day at a specific time via the Task Scheduler.
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A fixed quantity, to be entered in the setup screen of the allocation method, is transferred to every store to supply.
Attention!
This fixed quantity entered is the same for each dimension (size, color, etc.)
Min. inventory entered
This aimed at sending a quantity, so that every store will match the minimum inventory entered.
The quantity to be sent to each store = min. inventory entered - current available inventory.
If a weighting coefficient per store is used, the formula becomes:
Quantity to send = (minimum inventory entered x coefficient) – current available inventory.
Attention!
This minimum quantity entered is the same for each dimension (size, color, etc.)
Min. inventory set up
This aimed at sending a quantity, so that every store will match the minimum inventory as preset.
The quantity to be sent to each store = min. inventory set up - current available inventory.
If a weighting coefficient per store is used, the formula becomes:
Quantity to send = (minimum inventory set up x coefficient) – current available inventory.
Attention!
The minimum inventory quantities must have been created in the Minimum and maximum inventory module. In this case, they can be different depending on dimensions.
Min. inventory => Max. inventory
This aimed at sending a quantity, so that every store will match the maximum inventory as preset, only if inventory is below the minimum inventory threshold.
This method works like the “minimum inventory set up” method, except that the store inventory will be supplied up to its maximum level, and not simply to replenish the
minimum inventory.
Attention!
The minimum and maximum inventory quantities must have been created in the Minimum and maximum inventory module. They can be different depending on dimensions.
Leveled on max. inventory entered
This is aimed at limiting the quantity sent to the stores with a fixed quantity entered.
This option, combined with other methods and placed at any position, limits the replenishment of a store.
The quantity to be sent to each store = max. inventory entered - current available inventory.
If a weighting coefficient per store is used, the formula becomes:
Quantity to send = (maximum inventory entered x coefficient) – current available inventory.
Attention!
The maximum inventory quantities are the same for each dimension. Moreover, this method is necessarily associated with another.
Leveled on max. customized inventory
This is aimed at limiting the quantity sent to the stores to a maximum customized quantity.
This option placed at any position limits the replenishment of a store.
The quantity to be sent to each store = max. inventory set up - current available inventory.
If a weighting coefficient per store is used, the formula becomes:
Quantity to send = (maximum inventory set up x coefficient) current available inventory.
Attention!
The maximum inventory quantities must have been created in the Minimum and maximum inventory module. They can be different depending on dimensions. Moreover, this
method is necessarily associated with another.
Max. inventory set up
This aimed at sending a quantity, so that every store will match the maximum inventory as preset.
The quantity to be sent to each store = max. inventory set up - current available inventory. If a weighting coefficient per store is used, the formula becomes:
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Quantity to send = (maximum inventory set up x coefficient) – current available inventory.
Attention!
The maximum inventory quantities must have been created in the Minimum and maximum inventory module. In this case, they can be different depending on dimensions.
Period of sales
This is aimed at sending a quantity based on the analyzed period of sales.
The quantity to send to every store = quantity sold over the period.
If the “Consider store inventory” option is enabled, the formula becomes:
Quantity to send = quantity sold over the period - current available inventory.
If a weighting coefficient per store is used, the formula becomes:
Quantity to send = (quantity sold over the period x coefficient) - current available inventory.
Note that using relative dates is possible and essential for planning.
Attention!
If the “Search on integration date” is enabled, the analyzed period is no longer based on the date entered in the sales document, but on its integration date (useful when
importing documents.)
Distribution weight
This is aimed at sending quantities to each store, based on a distribution weight previously defined by the inventory controller.
To quantity to send to each store = quantity removed from the warehouse x weight of the store. Each store is given a distribution weight by the user.
Example:
For each item dimension (size, colors, etc.) the following weights will be allocated based on the following principle:
This method has the advantage of allowing the addition of a store without altering the others. It is well-suited when implementing the beginning of a collection.
Life cycle curves
This is aimed at applying a seasonality coefficient of the life cycle curve for each item of the item selection.
This method allows you to work on the sales of the reference period (previous day, previous week, etc.) by applying a seasonality coefficient defined by the life cycle curve
module.
Example with a template curve:
Stores
Weight
Lille
5
London
15
Milano
12
Paris
20
Nice
7
Brussels
8
Total:
67
Stores
Weight
Coefficient
Lille
5/67
7.46%
London
15/67
22.39%
Milano
12/67
17.91%
Paris
20/67
29.85%
Nice
7/67
10.45%
Brussels
8/67
11.94%
Total:
67
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The replenishment calculated on the sales made between January, 30 and February 5, 2010 will be weighted the following way:
- Identification of the first day of the sales period, i.e. January, 30.
- Search for the period that includes this day: period 3.
- Multiplication of sales by seasonality coefficient.
Period of replenishment orders
This is aimed at sending a quantity relating to replenishment orders over the analyzed period, entered by the stores to be supplied.
This method works like the sales period method. Note that the replenishment orders covered by the period concerned will be closed.
Top sales over the selling period
This is aimed at using a coefficient depending on the ranking of the item within the top sales.
This method offers the advantage to privilege best-selling items, by increasing their quantities sent and freezing the items that sell poorly.
The “Top sales criteria” pane is used to refine the method by selecting several options, such as the period to consider for the calculation, the selection type for the top sales
(simple ranking or cumulative percentage,) the top sales criterion (quantity sold or sales figures.)
Moreover, item groupings are also possible.
The “Limit to the items of the proposal” option optimizes the calculation of the top sales by taking into account only the items concerned by the replenishment proposal.
This button is used to query or simulate top sales.
Attention!
Items not sold over the period covering the top sales will not be replenished. The solution to replenish not sold items is to use a 2
nd
method, based for example on minimum
inventory.
The calculation period for the top sales is not linked to the selling period analyzed; but the latter is used to define the quantities to replenish whereas the first method
determines the ranking of items, and consequently, the mark-up coefficients.
Top sales set up on minimum
This is aimed at using a coefficient depending on the ranking of the item within the top sales.
This works the same as the top sales method, except that the process supplements the inventory for each store up to the minimum inventory set up, and not up to the sales
level of the period.
Assortment inventory set up
This is aimed at taking into account the inventory set up by using a method that resumes assortment data available in inventory by generating requirements per store.
This requirement will follow the functionalities of the proposals:
- Generation of transfers from sender warehouse to stores
- Generation of purchase orders to deal with shortage
This method will be implemented via the Inventory module, Store replenishment menu, and Assortments command.
For further information on how to set up this method, please refer to Assortment Management.
Forecast on sales and minimum inventory set up
This is aimed at realizing replenishment based on sales forecasts.
These forecasts must use sales history to calculate a weighting coefficient. This coefficient will apply to sales history over one or several weeks in order to obtain forecasts on
sales.
Period
History
Quantity
Projection
Coefficient
2
1/22/2009 to 1/28/2009
20
1/22/2010 to 1/28/2010
1.4
3
1/29/2009 to 2/4/2009
28
1/29/2010 to 2/4/2010
1.25
4
2/5/2009 to 3/11/2009
35
2/5/2010 to 3/11/2010
Example:
Sales of the curve
Sales of the period
25
28
Coefficient
1.25
Replenishment
31
35
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The replenishment module will then make a proposal using the minimum quantities and the forecasts on sales without exceeding the maximum inventory.
Step 1: Calculate the forecasts on sales
Back Office: Inventory - Store replenishment - Forecasts on sales
Click the [New] button to open the Forecasts on sales window, where you must specify a code and a description.
- The Item list field allows you to make a selection on items to process.
- The Store trigger field allows a selection of stores.
Then, select the sales period to analyze for the calculation of the weighting coefficient.
Finally, select the sales period to be used to create the forecasts with the weighting coefficient.
Launch the process: a summary report will be displayed in the Notepad tab.
Click this button to view or modify the result manually Only the “Weighting coefficient” and the “Week (1-10)” columns are modifiable.
This buttons allows you to perform a batch modification on these columns.
Note that several forecasts on sales can be created on the same basis.
Example:
You may have forecasts on sales for trousers and other forecasts for shirts.
You can also launch this process via a scheduled task.
Step 2: Launch replenishment with the method based on sales forecasts.
Back Office: Inventory - Store replenishment - Replenishment and distribution - Allocation method screen
Select the forecast created previously in the Forecast on sales section, and tick the additional options of your choice. The method works based on the following principle:
- A proposal will be generated, if the item inventory is inferior to the minimum inventory.
- A proposal will be generated, if the item inventory is inferior to the forecasts on sales.
- Replenishment will be leveled, if the item inventory is superior to the maximum inventory.
Additional Options for Allocation Methods
Back Office: Inventory - Store replenishment - Replenishment and distribution - Allocation method screen
Some options are proposed to optimize the allocation methods.
Distribution style
Some options, such as the distribution style, are proposed to optimize the allocation methods. The Distribution pane, available in the Allocation method screen, proposes 3
distribution types:
Hierarchical distribution
Quantities are distributed according to the display order of the store in the selection array. Therefore, if inventory is not sufficient in the sender central warehouse, distribution
will be made at the expense the stores positioned at the end of the selection list.
Example:
Allocation of 15 parts from the central warehouse for 5 stores requesting each 4 parts.
Store 008 is not replenished, and store 3 has only 3 parts instead of the 4 requested.
Stores
Requirement
Allocation
Remainder
15
001
4
4
11
005
4
4
7
002
4
4
3
003
4
3
0
008
4
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Distribution by ratio
The allocation method is based on the “Store’s requirement/Global requirement” ratio.
Example:
Allocation of 15 parts from the central warehouse for 5 stores requesting each 4 parts.
All stores will be replenished.
Priority axis
This distribution must be implemented via Settings - Stores - Priority in replenishments You can define there several priority axes, each corresponding to a preferential
ranking of stores by various criteria.
Click the [New] button to create a replenishment priority axis.
In order to get help for the selection of the stores, tick the “Display multiple selection criteria for stores” option to view multiple criteria such as zip code, city, etc.
Inventory areas
Some options, such as the one concerning inventory areas, are proposed to optimize the allocation methods. The “Restriction on inventory proposals of stores” pane is
described in detail hereafter: This allows you to exclude, from the proposal calculation, items according to quantities in some inventory headings.
Example:
If you do not want to replenish items with sales inferior to 2, you have to set up the following:
Do not propose anything if inventory areas typed “FFO” are inferior to “2”.
Therefore, you must:
- Enable the “No proposal if inventory areas” setting.
- Select from the first field Front-Office sales (FFO).
- Enter 2 in the last field.
Stores to supply
Some options, such as the one concerning the stores to supply, are proposed to optimize the allocation methods. The lower part of the screen proposes a list of stores to
supply. The Grouping field offers the possibility to use a group of stores.
Considering the ranking of stores
The display order of the stores is taken into account for the allocation in the case of hierarchical distribution. But, this is also important if there are residual quantities. These
quantities are resulting from rounding variances: indeed, it may be difficult to transfer 1.5 unit. It is then possible to transfer 2 units (round up) or 1 unit (round down) These
rounded quantities result in more or less quantities in the central warehouse as compared to the strict result of the process.
In the case of a rounding variance, the display order of the stores to supply is then taken into account, and the following principle will apply:
- Allocation of more parts compared to the parts to transfer: removal of one part per store starting from the bottom of the list until regularization.
- Allocation of less parts compared the parts to transfer: addition of a part per store starting with the top of the list until regularization.
Example:
Stores
Requirement
Ratio
Allocation
Remainder
15
001
4
20%
3
12
005
4
20%
3
9
002
4
20%
3
6
003
4
20%
3
3
008
4
20%
0
Total
20
Stores
Coefficient
Theoretical shipment
Actual shipment
Quantity to distribute
10
10
Lille
33.33%
3
4
London
33.33%
3
3
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Favor location
Some options, such as the “Favor location” option, are proposed to optimize the allocation methods.
This option available in the central part of the allocation method screen supplements methods on minimum inventory.
It favors stores that did not had the item in their possession, and thus do not offer this item for sale, replacing at the end of the list, the stores that have already received and
sold this item.
This option may be useful in the following case: a new item is tested in 3 stores.
If it sells well, all the stores will be replenished, favoring those that have not yet sold this item (based on GQ_VENTEFFO): The 3 store of the test are not priority.
Example:
With this new option, the priority of the stores changes:
Miscellaneous options
Some options, such as those described hereafter, are proposed to optimize the allocation methods.
Checking maximum inventory
If an allocation method based on maximum inventory is used, the “Checking maximum inventory” option allows you to ignore it.
Example:
Application of two first methods that take into account the maximum inventory method, and then a final method that does not take it into account.
Applying coefficient per store
If the “Applying coefficient per store” option is ticked, then in the list of stores, the Coeff. column allows you to enter the coefficient manually for each store, in order to
weight the quantities to transfer.
This coefficient increases (superior to 1) or decreases (inferior to 1) the actual requirements of stores. It may vary from <0 (if 0, the store is removed from the list) to 1,000
(maximum value)
Consider store inventory
This option is used to adjust the final replenishment proposal, taking into account the actual inventory existing in the store.
Example:
If the gross replenishment proposal is 2, and there is 1 in stock, then the net proposal will be 1.
Follow-up of Replenishment Proposals
Back Office: Inventory - Store replenishment - Replenishment and distribution
Viewing/Modifying a replenishment order
Milano
33.33%
3
3
Order
Store
Min. inventory
Received
Sale
Inventory
Requirement
1
Paris Grenelle
4
4
4
0
4
2
Lyon
4
4
3
1
3
3
Toulouse
2
2
4
Lille
2
2
5
Cannes
2
2
Order
Store
Min. inventory
Received
Sale
Inventory
Requirement
1
Toulouse
2
2
2
Lille
2
2
3
Cannes
2
2
4
Paris Grenelle
4
4
4
0
4
5
Lyon
4
4
3
1
3
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The screen displays a list of existing proposals: double-click on the proposal you want to view or modify.
Replenishment of type Transfer
Click the [Proposal modification] button available in the tool bar. Only items requiring replenishment are proposed.
Just click the [Select all] button to select all the items proposed, or use the space bar to select items of your choice one-by-one.
Click the [Proposal validation] button to display the "Generation of transfers" window. Then select your transfer options.
Replenishment of type Purchase document
Click the [Proposal modification] button available in the tool bar. Only items with shortage are proposed.
Just click the [Select all] button to select all the items proposed, or use the space bar to select items of your choice one-by-one.
Click the [Proposal validation] button to display the Generation of purchases Then select your transfer options.
Replenishment of type Transfer and purchase document
Click the [Proposal modification] button available in the tool bar. The Allocation screen is divided into 2 parts:
- The upper part displays the list of the impacted items.
- The lower part displays the detail of the allocation for the sender central warehouse and the stores to supply.
According to the item you will select in the upper part, the low part will display its details.
Relating to proposals:
- For items without dimensions: proposals can be directly modified in the lower part of the screen.
- For items with dimensions: double-click on a line displayed in the lower part to open the Item entry screen to view and modify the item distribution per dimension.
You can invert the display of the screen by clicking the [Invert] button to control for a given item the quantities sent to each store.
Note that two options in the header of the screen may limit the display of the proposal items to the items with at least one missing part and/or with at least one proposal.
The setup of columns allows you to display 2 types of quantities:
- Column “Missing”: if the requirements of a store are not fully satisfied (excluding maximum inventory allocation methods), this column will display missing quantities for
the central warehouse.
- Column “Surplus”: if the requirements of a store are fully satisfied, and there is still a quantity to allocate in the central warehouse, this column will display these quantities.
The proposals made will be saved when you exit the Allocations screen
Reset/Statistics
Erase or reset the replenishment proposal
Use this button, available in the Replenishment and distribution screen to:
- Reset proposal: its settings are kept. Only the allocation result is erased. This option is preferred to deletion.
- Erase notepad: the Information tab is cleared of all previous process traces.
View statistics on proposals
Click the [Statistics on proposals] button to view the number of references sent to each store by the means of a replenishment proposal.
Information displayed on the “Statistics on proposals” screen can be exported in binary or Excel format by the means of the [Export] button.
Manual Inventory Balancing - Contents
Manual inventory balancing allows inventory exchanges between stores, facilitating rapid inventory balance between different warehouses. This balancing procedure may be
carried out by the means of the following commands:
- Inventory Balancing
- Replenishment and Distribution feature.
The first two topics explain the procedure for each of these two commands.
The last topic explains how aggregates can be used helping inventory to be balanced manually, regardless of the command used.
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Procedure via Inventory Balancing
Step 1: Create inventory balancing
Step 2: Select reference
Step 3: Enter quantities to transfer
Step 4: Launch the process
Procedure via Replenishment and Distribution
Step 1: Display the Balancing column
Step 2: Prepare transfers
Step 3: Print inventory balancing for stores
Step 4: Generate inventory balancing for stores
Aggregate calculation
Selecting stores and items
Calculation settings
Launching the calculation
Using aggregates when balancing inventory
Replenishment Open to CBS
Back Office: Inventory - Store replenishment - Replenishment and distribution
This is aimed at handing over control to an external tool that will modify the quantities proposed by the replenishment feature, in order to generate later documents in
Yourcegid Retail Y2.
Configuring the CBS process
You can specify in each record that the proposal is to be modified by CBS, after the calculation of the proposal.
Open the proposal of your choice, click the [Specific settings] button to define the options of the process.
Printing and Generating Replenishment Documents
Back Office: Inventory - Store replenishment - Replenishment and distribution
Reports linked to replenishment proposals
In the Replenishment and distribution screen, this button allows you to print the following reports:
- Preparation slip: prints a list of transfers sorted by items.
- Transfer proposal: prints a list of items for each transfer. Note that proposals can still be modified after printing.
- Print labels: prints the labels linked to the proposal. Note that the Page layout section allows you to select the template and some printing options specific to labels.
Field
Description
CBS process
Tick this option to specify that a CBS process will be carried out. If this option is
ticked, the replenishment calculation will be performed, but documents will not be
generated.
Generation after processing
Select the documents you want to generate:
- The “Purchase documents” option refers to documents such as purchase order
proposal, purchase orders, etc.
- The “Transfer” option refers to documents such as transfer requests, transfers, etc.
Planning
The “Task number” field specifies that the document generation is processed
as scheduled task.
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- Balancing of stores: the Page layout section allows you to select the template desired for this balancing.
Generation of purchase documents
Open the proposal of your choice; click the [Processing] button, and then the Generation of purchase documents option.
This process can then result in detecting missing quantities in the central warehouse. You can then generate for these quantities, purchase orders or purchase order proposals.
In the “Generation of purchases” screen that displays, the Generation pane offers 3 generation methods described hereafter:
Y2 generation
This option generates directly in Yourcegid Retail Y2, a purchase order or a purchase order proposal. The "Distribution by stores” option, if enabled, generates a purchase
document for each store. Otherwise, one single document is generated for the sender central warehouse.
Generation of an ASCII file
A file can be generated according to a configurable format. This file can be transferred to another device via an FTP copy.
Generation of an ORLI ASCII file
A file can be generated according to a format adapted to ORLI. This file can be transferred to another device via an FTP copy.
Generation of transfers
Open the proposal of your choice; click the [Processing] button, and then the "Generation of transfers" option. Replenishment proposals are changed into transfers sent
to the stores.
In the “Generation of transfers” screen that displays, the Generation pane offers 3 generation methods described hereafter:
Y2 generation
Transfers or transfer requests are directly generated in the application.
Generation of transfer requests
The transfer proposal allows the use of a document type called Transfer request instead of transfers. This will reserve the goods until their preparation, and finally their
transfer.
In order to take into account these transfer requests, you must enable, in the setup window of the proposal, the “Transfer request quantities (received/sent)” located in the
Warehouse inventory pane.
The transfer requests can be validated as sent transfers + transfers to validate or received transfers depending on the recipient store. A report enables you to view the gaps
between the transfer requests and the transfers sent to the stores.
Attention!
There is no management of remaining quantities between a transfer request and a sent transfer. Upon validation of a sent transfer, the transfer request is closed immediately.
Generation of an ASCII file
A file can be generated according to a configurable format. This file can be transferred to another device via an FTP copy. This feature can be used in the case where
inventory is managed by an independent “stocker”. If the “Positive allocation proposals” option is ticked only positive proposals are taken into account.
Generation of an ORLI ASCII file
A file can be generated according to a format adapted to ORLI. This file can be transferred to another device via an FTP copy.
Generation of store balancing
Open the proposal of your choice; click the [Processing] button, and then the Generation of store balancing option.
Once launched, the process prepares the transfer requests, then the transfer validations to finally achieve the printout of the document.
Replenishment Rules - Contents
Yourcegid Retail enables you to manage replenishment using several rules previously set according to your needs. Both rules allow you to manage replenishments are based
on minimum and maximum inventory management, as well as item exclusion.
Note that the Replenishment (P30428) module must be initialized to be used.
For further information, also see topic Store Replenishment.
Overview and settings of replenishment rules
Objective and overview
Optional settings
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Managing replenishment rules
Creating replenishment rules
Procedure according to the rule selected
Operations possible on replenishment rules
Manual exclusion of items/stores from replenishment
Exclude from item replenishment
Exclude from store replenishment
Overview and Settings of Replenishment Rules
The 2 rules allowing you to manage replenishment are as follows:
- Min. Max. inventory: This rule initializes the minimum, maximum inventory and assortments in a cross-reference of items and stores.
- Exclude items from replenishment: This rule allows you to block a replenishment item, at the most detailed level for a group of stores.
For both these rules: If the record inventory does not exist, it will be automatically created. The principle is to therefore create a list of rules to be applied at night in scheduled
tasks, so that replenishments launched the following day recognize the new values set for min./max inventory, or in the blocking of references.
Note that you may manually intervene to specify replenishment values at the item’s most detailed level (directly in the item record). But this operation is rather long and must
be repeated for each automatically generated list .
We recommend that you avoid multiplying rules, otherwise this function will become complex.
To use replenishment rules, you must properly classify the information in the database.
Overview of replenishment rules
Back Office: Inventory - Store replenishment - Rules for replenishment
Min and Max inventory rules
This method allows you to manage updating:
- Minimum inventory
- Maximum inventory
- Assortment inventory
Item exclusion rules
This method automatically updates replenishment exclusions (exceptions) before each replenishment proposal.
Example:
Exclude from replenishment:
- woolen items
- stores in a “regional” network
- during summer
Attention!
Rules set in this way may overwrite exceptions entered manually.
Optional setup: Creating item lists
Back Office: Basic data - Items - Item list
You can use item lists in order to process large volumes of items during replenishment. This step is, of course optional, but it enables you to directly select a generic item list
(or dimensioned) to apply the rules to.
For more information, refer to Lists of items.
Remember: Item lists must have “Replenishment” as scope of use.
Managing Replenishment Rules
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Creating replenishment rules
Back Office: Inventory - Store replenishment - Rules for replenishment
Only the lower section of the screen will differ, regardless of the rule selected. Consequently, follow the procedure common to rules, as described below, to create
replenishment rules.
Click this button to display the “Replenishment rules” window.
Generic information
Rules must have a code and description, as well as a validity period.
The “Closed” option allows you to prevent the use of a rule. Another solution to avoid using a rule is to exclude the validity period.
Selecting stores and items
AND / OR between each selection provides you with a maximum of combinations as to item and store selection. Store selection may be done one by one, using the Values
fields.
You may also use groups previously created in user-defined store tables.
Items may be selected in two ways:
- By classification: collection, category level, user-defined tables Several values can be selected for each classification.
- From previously created item lists (see Creating Item Lists).
Based on the rule selected
This procedure is detailed hereafter.
Procedure according to rule selected
Back Office: Inventory - Store replenishment - Rules for replenishment
If the rule is an Item Exclusion type
The “Exclude from replenishment” panel is displayed in the lower section of the screen. Options in this section allow you to specify whether the item is
- integrated into replenishment: check the “Take into account” option
- or excluded: check the “Exclude” option
In this way, you can manage rules more specifically:
- Rule to exclude an item from replenishment for all dimensions.
- Rule to take into account the item for the color White.
If the rule is “Min and Max Inventory”
The panel concerning various inventories (minimum, maximum and assortments) will be displayed in the lower section of the screen.
When executing rules, the quantity will be updated according to the options checked and quantity entered.
Operations possible on replenishment rules
Back Office: Inventory - Store replenishment - Rules for replenishment
Schedule processing
Using several criteria, you can program rules calculation so that they are run during the night.
Generate update operations
This button enables you to manually start the operation. The information in item records by store will then be updated.
This method allows you to check runtime and see the results immediately. Runtimes are saved in the Notes tab, in the Replenishment rules record.
Duplicate a rule
Within a record, this button allows you to duplicate just one existing rule by clearing the code and description. This rule will take the last row run.
Delete a rule
With a record, this button allows you to permanently delete a rule. If you wish to temporarily disable a rule, close it or exclude it from the period of validity.
Manual Exclusion of Items/Stores from Replenishment
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Exclude from item replenishment
In Yourcegid Retail, there is a method for excluding items from replenishment, but this method does not allow exceptions to be saved. It enables you to quickly take action on
items which can no longer be ordered from the supplier (item exclusion), or must never be replenished in a store (item exclusion in-store). Exclusion may be done record by
record or in series.
One by one exclusion
Back Office: Basic data - Items - Items
In item records, you can manually exclude desired items from replenishment:
- Generic items: Check the “Exclude from replenishment’ in the Characteristics tab in the item record.
- For a dimensioned item: Display the “Exclude item from replenishment” option in the Dimension tab of the item record, by configuring this field via the [Settings] button.
Then select Yes or No.
Excluding in series
Back Office: Inventory - Store replenishment - Exclude items from replenishment
The update in series function enables you to set exclusions by replenishment or re-integrate them into replenishment, several items at a time. Numerous selection criteria, such
as item characteristics (free item, discountable, etc.) or by dimension, enable you to do this.
Select the desired items using the space bar, then click the button to start processing. The “Exclude items from replenishment” window will open with the following
options:
- Exclude from replenishment
- Re-integrate into replenishment
A report will be displayed at the end of the operation.
Exclude from store replenishment one by one
Back Office: Basic data - Items - Items
You can manage exceptions by excluding items for a specific store.
Generic items
Click the [Additional information] button in an item record, then select the “Warehouse inventory availability” option.
In the “Items Available” window which will open, select the desired warehouse then double-click on a warehouse line.
When the new window opens, open the Information tab and check the “Exclude replenishment/warehouse” option.
Dimensioned items
Select the desired warehouse in an item record’s Dimension tab. Use the [Settings] button to display the “Exclude from store replenishment” field.
This window will enable you drag the field into the list of values displayed.
Click the “Exclude from store replenishment” field in the Dimension tab, then select Yes or No. Your choice will depend on whether or not you wish to exclude an item from
store replenishment.
Procedure via Inventory Balancing
Back Office: Inventory - Processing - Inventory balancing
This command is used to prepare transfer requests over several days and validate all at once.
Step 1: Create inventory balancing
Click the [New] button to create the desired inventory balancing, and populate the fields described hereafter.
Field
Description
Code and description
Code and description of the record for quick identification.
For example: Balancing stores in Paris
Display of item selection
Optional field used to select references to limit the item select to a specific color or
size, for example.
Multi-store mask type
To be operational the balancing module is based on a multi-store mask type. Just to
remind: masks and mask types must be created in the Settings module via the item
dimensions menu.
Three values pare possible:
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Step 2: Select reference
This button gives access to list of items. The display of this list depends on the selection done on the previous screen, in field “Display of item selection.”
Double-clicking a line triggers the display of the item selected, and detailed by warehouse. The header of the screen displays 3 types of data:
- Information on item
- Selection of the warehouse to deplete
- Filter on the warehouses to display
Step 3: Enter quantities to transfer
You have to select a sender warehouse to perform transfers. Once this warehouse is selected, it will be highlighted in dark blue, and the font is displayed in white.
To customize the display of that screen, use this button and select the fields to display, such as proposal, balancing, initial inventory, and final inventory, for example.
“Proposal” is the only required field that will be used to enter the quantity to transfer between warehouses. The other fields are optional; you can select a maximum of 10
fields.
Two fields are dynamic fields:
- Balancing: corresponds to the proposal. If you are positioned on the sender store the Balancing field is negative; otherwise it is positive.
- Final inventory: corresponds to “Initial inventory” minus the value in field “Balancing”.
The “Initial inventory” field displays the physical inventory (GQ_PHYSIQUE) of the item in its warehouse. This inventory value indicates whether it is possible to transfer
the item from one warehouse to the other.
Display aggregates
Note: if you want to use aggregates for inventory balancing, you must calculate them before. Before proceeding with the procedure described here, refer to the chapter about
Aggregates calculation. Aggregates are available at item level by warehouse:
- 3 coverage rates, expressed in number of days.
- 3 daily rates originating from the coverage rate calculation
- 3 sales periods originating from the coverage rate calculation
- 3 efficiency rates
- 3 turnover rates
These values are displayed in the table based on the customization done in the setup window.
On this screen, click the [Advanced...] button to display the window where you can define the conditions on the fields.
Status
- On hold: The module is waiting for references to be entered
- Error: transfer requests failed to be generated
- Done: transfer request are generated. Inventory balancing cannot be modified. It
can only be viewed. You must create a new code to generate a new balance.
Display of replenishment
aggregates
Optional options use to manage aggregates for inventory balancing. First of all,
aggregates must be calculated before you can use them. Consequently, for further
information about aggregates, please refer to:
- Aggregate calculation
- Display of aggregates (see Step 3 hereafter.)
Statistics
Allows you to find out if there are transfer requests awaiting generation.
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Display balancing details
Click this button to open a recap of balancing details as you entered it.
Step 4: Launch the process
After having validated the previous steps, the Inventory balancing window displays again, and allows you to generate inventory balancing and view the transfer requests.
Procedure via Replenishment and Distribution
Back Office: Inventory - Store replenishment - Replenishment and distribution
The Replenishment and distribution module can automatically trigger restocking from the sender central warehouse, or issue replenishment requests to suppliers. The
balancing feature enables manual stock exchanges between stores thanks to the results of the initial proposal.
Note that inventory balancing is only possible after having launched a replenishment calculation. Indeed, the result of this calculation will be used for inventory balancing.
Attention!
- Only replenishments of type “Transfer and purchase document’ allow you to perform inventory balancing.
- Replenishment of type “Transfer” or type “Purchase document” do not offer this possibility.
Step 1: Display the Balancing column
The Replenishment and Distribution screen displays the list of existent proposals.
Double-click a proposal of type Transfer and purchase document, and then click the [Proposal modification ] to open the Allocations screen.
In this screen, click the [Column settings] button, and add Balancing to the lit of columns to display.
The addition of this column will highlight the items concerned.
Specials about dimensioned items
On the Allocations screen, for dimensioned items, double-click the size/store combination concerned.
The Item entry screen then displays; click this button to configure the Balancing column.
Step 2: Prepare transfers
This is aimed at transferring merchandise from one store to another. This operation will be performed from the following screen:
- From the Allocations screen for a unique size item
- From the Item entry screen for a dimensioned items
The option described hereafter are available for each cell by the means of a mouse right-click. Select the store that will send the goods via the contextual menu Selection of
the sender store (right-click on the cell.)
Example: Display on a green background a turnover rate higher than 2.4:
Other example: Display on a red background physical inventory higher than 0:
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You must then position on the store that will receive the goods, and select the quantity to transfer by the means of the contextual menu (right click):
- Purge the sender store: recovers the initial inventory of the sender store.
- Transfer one part
- Transfer a quantity of X
- Two options allow you to cancel the transfer:
- Cancel the transfers of the cell: removes the transfers received or sent in this store.
- Cancel all transfers: removes all transfers of the selected item code.
- Viewing the transfer detail will display the transfers sent or received in the store for the selected item.
Step 3: Print inventory balancing for stores
From the Replenishment proposal screen, the [Print] button will print a summary of inventory balancing.
Step 4: Generate inventory balancing for stores
From the Replenishment proposal screen, the [Processing] button will generate inventory balancing in stores.
The result can be displayed in the query of transfers by selecting Transfer request as document type.
Aggregate Calculation
Back Office: Administration - Scheduled tasks - Aggregates of replenishments
Aggregate calculation is an operation scheduled at night or launched manually.
Selecting stores and items
Aggregate calculation is not significant on all items and all stores. The Characteristics tab displays two sections where you can limit the items and stores to process.
- Store selection
- Item selection
Aggregate calculation can be launched several times, in particular for managing groups of items, or different sales periods per store.
For items, the calculation will be performed at the finest level, i.e. the barcode.
Calculation settings
Turnover rate
The objective of this rate is to determine how many times an item is restocked in the store, from its location. For this kind of calculation, the following elements must be taken
in account:
- Inventory
- Purchases
- Internal movements
- Sales: Three periods can be defined in order to analyze the turnover more accurately depending on the period (e.g., standard period, first markdown period, and second
markdown period.) These periods may show the acceleration or fall of the turnover rate. These periods are necessarily consecutive, thus allowing you to benefit automatically
from an overall period adding the sum of each period.
Note: When considering purchases and internal movement, you can use document user-defined tables. Therefore, it is necessary to configure the user-defined tables in the
Settings Module, via menu Documents and Command Documents/Types (select the document type and go to the “User-defined tables” tab.)
Efficiency rate
The objective of this rate is to determine the sell-through rate of the items received. For this kind of calculation, the following elements must be taken in account:
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- Inventory
- Purchases
- Internal movements
- Sales: The three periods concerned are defined in the same logic as for the turnover.) Three efficiency rates can be used:
- Efficiency rate of period 1
- Efficiency rate of period 2
- Efficiency rate of period 3
Coverage rate
The objective of this rate is to determine the number of selling days before shortage. This rate depends on the sales period taken into account. This kind of calculation uses a
daily rate and a sales period. An intermediate calculation will be performed to determine the number of days each store was open. We should consider that a store is open if at
least one sale has been finalized during the day.
For this kind of calculation, the following elements must be taken in account:
- Inventory
- Sales: The three periods concerned are defined in the same logic as for the turnover.) Three coverage rates can be used (such as coverage compared to week’s sales, coverage
compared to the month’s sales and coverage compared to the sales from the location.
Launching the calculation
Click this button to launch the aggregate calculation.
Click this button to display the result.
Using aggregates when rebalancing inventory
To use aggregates when entering inventory quantities to transfer from one store to the other, refer to chapter “Entering quantities to transfer”, and in particular section “Show
aggregates”.
Minimum and Maximum Inventory - Contents
Specifying a minimum inventory involves entering the quantity you do not want the inventory of an item to fall below. The objective is to avoid inventory shortages, and
particularly zero inventory, and thus avoid losing potential sales.
Conversely, specifying a maximum inventory involves entering the quantity which you do not want the inventory of an item to exceed. The objective is to avoid inventory
surpluses and their associated costs.
Simply entering minimum and maximum quantities is not sufficient to achieve these objectives. Instead, entering these quantities is intended to be used as a basis for the
implementation of automatic replenishment methods.
Preliminary settings
Setting line information
Managing access rights
Generating minimum and maximum inventory
Using a wizard
Manual entry of minimum and maximum quantities
For item selections
By item
By duplication
By dimension mask
Preliminary Settings
Setting line information
Back Office: Settings - Documents - Documents/Types
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These are optional settings which enable you to view the minimum and/or maximum quantity set for selected documents.
Select the desired document type on the right side of the screen. Open the "Line information" tab and select "Minimum stock" and/or "Maximum stock".
Example:
If you have configured "Maximum stock" for the "Supplier order" type, this will allow you to view the maximum stock configured for each item in the document when
entering orders.
Managing access rights
Back Office: Administration - Users and access - Access right management
Menu (103) - Inventory/Replenishment/Min. and max. inventory
The lines in this menu allow you to authorize the relevant user groups to use the various methods for creating minimum and maximum inventory.
Generating Minimum and Maximum Inventory Using a Wizard
Back Office: Inventory - Store replenishment - Min. and max. inventory/Generation wizard
It allows you to generate the minimum and/or maximum inventory for a list of warehouses.
The aim is to generate a minimum inventory based on the quantities entered in orders or receipts for a given period.
First, simply specify the type of document and the period to be analyzed and then check the Minimum inventory and/or Maximum inventory boxes as appropriate.
Coefficients are used to decrease or increase the gross quantities calculated by the process.
The warehouses affected can then be selected and switched to the "Warehouses to supply" column in the desired order of calculation.
Then use the [Apply] button to start the search for items corresponding to the criteria previously entered.
If you wish to obtain additional information on the proposed calculations, click the [Information] button.
Before any update, press the [Generate list] button to view the item list.
If you wish to update all item stock records, use the [Generate all] button.
You may use the [Undo] button to reboot the operation at any time.
Minimum and Maximum Quantities - Manual Entry
For selected items
Back Office: Inventory - Store replenishment - Mini. and max. inventory/Initialize min. and max. inventory initialization
It allows you to view and generate minimum and/or maximum quantities for previously selected items, or for just some of their dimensions.
If you want to make a non-continuous selection of items, use the space bar; otherwise, you should use the [Select all] button.
Validation will then be done via the [Launch process] button.
The stock initialization window will open, where you can selected minimum and/or maximum item quantities.
Use the [Generation] button to start the process.
Notes:
- The maximum quantity must be greater than the minimum quantity.
- If you are not using maximum inventory, we recommend that you uncheck the option to avoid entering a zero quantity.
By item
Back Office: Basic data - Items - Items
You can enter or modify the minimum and maximum inventory for an item and a warehouse from the item record directly.
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Items with dimensions
The Dimensions tab in the Item record allows you to view and change these values. The [Settings] button allows you to select the Min. inventory and Max. inventory fields in
the dimension object.
Items without dimensions
The [Additional information/ Warehouse inventory availability] button opens the “Available Items” window, allowing you to view item inventory in a particular
warehouse.
You can double-click on one of the lines. Each line corresponds to a store. A new display window will then open. You can use the second Inventory tab in this window to
directly modify the minimum and/or maximum quantities in stock.
By duplication
Back Office: Inventory - Store replenishment - Min. and max. inventory / Duplicate min. and max. inventory
Duplication of min and max inventory menu allows you to copy the minimum and/or maximum quantities from a reference warehouse to a list of warehouses for previously
selected items, or for just some of their dimensions. If making a non-continuous selection, you can use the space bar to select the items; otherwise, use the [Select all] button.
Use this button to validate. A window will open where you can :
- Specify the warehouse of reference
- Check the option for copying the minimum and/or maximum inventory, or the assortment inventory for the selection
- List the warehouses to be supplied
The [Create inventory records] option allows you to generate minimum and/or maximum inventory even when the item is not in stock in one of the stores to be supplied.
The [Erase data before updating] option resets the minimum and/or maximum quantities in stock.
The [Statistics] button allows you to view information on the items included in the selection via the notepad.
By dimension mask
This method allows you to enter the minimum and/or maximum quantities in stock using dimension masks. It can be adjusted according to the allocation types, which have
been previously entered.
Step 1 : Entering allocation types
Back Office: Inventory - Store replenishment - Min. and max. inventory/Type of inventory allocation
Allocation types enable you to make several different entries for the same dimension mask. All you have to do then is select the given type depending on the stores. This
method allows you to vary the minimum and maximum quantities according to external criteria such as the area of the stores or their sales figures.
Example 1:
- TO1: Average turnover
- TO2: High turnover
- TO3: Very high turnover
Example 2:
- RO1 : Average stock rotation
- RO2 : High stock rotation
- RO3 : Very high stock rotation
Step 2 : Entering generation models for minimum and maximum inventory
Back Office: Inventory - Store Replenishment - Min. and max. inventory/Enter quantity by dimension mask
This command enables you to enter minimum and/or maximum quantities for each allocation type and each mask dimension. The upper section of the screen displays the
allocation types previously entered. Select the dimension mask from the right side of the screen, then enter the minimum and/or maximum inventory for each dimension.
Step 3 : Generating minimum and maximum inventory
Back Office: Inventory - Store replenishment - Mini. and max. inventory/Generate min. and max. inventory
Once the previous step has been done, you will then need to allocate the minimum and/or maximum quantity to items. This is the generation step. A multi-criteria selection
screen for items allows you to select the items to be allocated.
Use this button to start a search. You can then enter options via the "Allocation of min. and max. inventory" window, where you can select :
- The stores for which minimum and maximum inventory is to be allocated
- The model (allocation type) used for dimensioned items
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- The quantities for any items without dimensions
Following generation, a report allows you to check the number of items updated.
Attention !
Entry via masks is necessary, but not sufficient. You will need to start generation so that minimum and maximum quantities will be created.
Replenishment Suggestions for Customer Orders
Back Office: Purchases - Generation - Replenishment for customer orders/Replenishment suggestion
This function allows you to generate an inventory replenishment based on selected customer orders. The generated replenishment documents can either be purchase orders or
purchase order proposals.
Generating replenishment suggestions
Search for customer orders according to the selection criteria available. Select the customer order lines you want to take into account via the space bar.
Click the [Open wizard] button to display the Replenishment options window, and then select the different options.
Step 1: Replenishment options
This button allows users with the appropriate access rights to save a configuration that will be restored each time a new suggestion is created. If no configuration is saved,
the default configuration for the record will be loaded.
This option requires a specific access right accessible in the Back Office via Administration - Users and access - Access right management. Then, select
Concepts/Commercial management/Document entry/Save wizard settings for replenishment proposal.
Step 2: Options of generated documents
This step only displays if in the previous step, the Suggestion control option was not ticked. It allows you to define the type of document that will be generated by the
suggestion (purchase order or purchase order proposal), and whether the generated document must be modifiable.
Launching the process
The process will be launch once the different options have been selected. Click the [End] button to initiate the process. Several cases may occur:
The suggestion is not generated
This may occur if the inventory level is sufficient and the "Consider inventory" option was selected In this case, a message informs you that inventory is sufficient to fulfill
the lines of the selected customer orders. Consequently, the suggestion is not generated.
The suggestion is generated automatically
This may occur if the inventory level is not sufficient and the "Suggestion control" option was not selected. In this case, the purchase document will be generated
automatically, and a report will be displayed for you to check the automatic creation of the document. According to the choices made in step 2, the generated document will
be a purchase order or purchase order proposal.
The suggestion has to be checked before it is generated
This may occur if the inventory level is not sufficient and the "Suggestion control" option was not selected. In this case, the application displays the “Suggestion no. XX”
screen, with in column "To order" the suggested quantity to order, according to the elements specified before. At this stage, you can proceed as follows:
- Modify the suggested quantity, if need be.
- Use this button if you want to display a recap of the quantities.
- Use this button if you want to modify the valuation initially selected.
- Finally, use this button to generate the purchase document, and display the “Options of generated documents” window.
- Select the type of document that will be generated by the suggestion: purchase order or purchase order proposal, and specify whether the generated document must be
modifiable.
- Click on Next, and then on End.
Field
Description
Suggestion control
This option allows you to use an intermediary step. This will be useful for viewing
and modifying a replenishment suggestion. Both the quantities and purchase prices
for the suggestion can be modified. The new values will be taken into account when
generating replenishment documents.
Consider inventory
You can define the inventory values that are to be taken into account when
calculating the suggestion (current physical inventory, inventory expected from
supplier, reserved/prepared for customer, and minimum inventory).
Suggestion valuation
You can select the valuation that will be used when generating documents
(purchase price lists, inventory LPPs, item record LPPs or tax exclusive purchase
price from the item record.)
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- A report displays for you to check the automatic creation of the document.
Managing Assortments - Contents
The aim is to determine the products distributed by each store, with the constraint that two stores can sell different items.
The way to create this relationship is having a link between a store and every item it sells.
Modeled management rules can be implemented to make this association the fastest as possible.
When creating a new item, this relationship enables faster allocation of inventory without having to enter the quantities manually.
This module enables you to define the assortment inventory across both items and stores, in order to use this assortment inventory as minimum inventory in restocking.
Settings for assortment
Company settings
Range types
Access rights
Configuring items
Creating assortment criteria for items
Allocating assortment criteria to items
Entering ranges by item
Configuring stores
Creating assortment criteria for stores
Creating assortment criteria for stores
Entering ranges by store
Using assortment inventory
Initializing the assortment
Use in replenishment and distribution
Copying the assortment inventory
Settings for Assortments
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Inventory, and tick the “Assortment inventory management” option.
Range types
Back Office: Inventory - Store replenishment - Assortments/Range types
This command is used define assortment levels.
Examples:
Level A for low cost range
Level B for medium range
Level C for luxury range
Access rights
Back Office: Administration - Users and access - Access right management
Access rights authorizing or not the use of functionalities linked to assortments are set in the Inventory (103) menu.
Inventory - Store replenishment
- Replenishment and distribution
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Inventory - Store replenishment/Assortments
- Range types
- Item criteria
- Allocate item criteria
- Enter ranges by item
- Store criteria
- Allocate store criteria
- Enter ranges by store
- Initialize assortment inventory
Inventory - Store replenishment/Min. and max. inventory
- Copy assortment inventory
Configuring Items for Assortments
Creating assortment criteria for items
Back Office: Inventory - Store replenishment - Assortments/Item criteria
This command allows the creation of assortment types that will be allocated later to items (“Assortment criterion” field available in the Characteristics tab of the item record.)
The criteria allow you to group the items based on their distribution type in the store. Assortment criteria are of different types.
Examples:
- Ready-to-wear for women, Ready-to-wear for men, Children, etc.
- Sports watches, Fashion watches, Alarm clocks, Clocks, etc.
- Supplier 1, Supplier 2, Suppler 3, etc.
- Brand 1, Brand 2, Brand 3, etc.
Please note!
An assortment criterion of type “Exceptional criterion” is created systematically. This criterion cannot be suppressed and is defined as follows:
- Code: ...
- Description: Exception
The items it represents are then managed in a special way (see the paragraph “Entering ranges by item”.)
The entry of an assortment criterion is not mandatory. Items without an assortment criterion are not taken into account in replenishment by assortment.
Items can also be excluded from replenishment, temporarily, if their assortment criterion is removed from the item record.
Allocating assortment criteria to items
Back Office: Inventory - Store replenishment - Assortments/Allocate item criteria
This command allows you to quickly allocate an assortment criterion to all of the selected items: It also allows you to change the assortment criterion of the item, or delete it,
so that the item will not be taken into account in replenishment by assortment.
Entering ranges by item
Back Office: Inventory - Store replenishment - Assortments/Enter ranges by item
Two options available in the upper part of the screen allow you to enter a value crossing both the range and the item assortment criterion.
Entry by assortment criterion
This option allows you to enter the typical quantity at the intersection of the assortment criterion and the range.
You can enter a quantity by range for each item by double-clicking on the line or by using the [Entry by item] button.
This button allows you to apply the default values of the criterion.
Entry by item to manage the exceptions
This is used to process items with an assortment criterion of type “Exception”. Distribution is done directly by item. Note that new items will be associated with the default
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value of the assortment criterion, but this information can be modified.
Configuring Stores for Assortments
Creating assortment criteria for stores
Back Office: Inventory - Store replenishment - Assortments/Store criteria
In the same way as for items, you enter assortment criteria with the purpose of grouping together stores that have similar functions: You can create geographical criteria, for
example, Northern stores or Southern stores.
The record of each store includes a new field —“Assortment criterion” in the Additions tab — to enter this new information. If no assortment criterion is allocated to the store,
the latter is not taken into account.
Allocating assortment criteria to stores
Back Office: Inventory - Store replenishment - Assortments/Allocate store criteria
This screen allows you to quickly allocate assortment criteria to each store.
Entering ranges by store
Back Office: Inventory - Store replenishment - Assortments/Enter ranges by store
The allocation is used to configure the types of ranges to be assigned to each store. Two options available in the upper part of the screen allow you to enter a value crossing
both the item assortment criterion and the store.
Entry by assortment criterion
This option allows you to enter the type of range at the intersection of the item assortment criterion and the store.
You can also enter a range for each item by double-clicking on the line or by using the [Entry by item] button.
This button allows you to apply the default values of the criterion.
Entry by item to manage the exceptions
This is used to process items with an assortment criterion of type “Exception”.
Distribution is done directly by item.
Using Assortment Inventory
Initializing the assortment inventory
Back Office: Inventory - Store replenishment - Assortments/Initialize assortment inventory
Once the stores to update selected, start processing by the means of the [Validate] button
The Assortment inventory field is initialized on a store-by-store basis in the following way:
- If the Store assortment field is left blank, it means that you are forcing the assortment inventory from the main warehouse to 0.
- If there is an entry in the Store assortment field, the following applies:
- Creation of non-existent inventory records where the item is entered with an assortment.
- Update of the Assortment inventory field for the main warehouse of the selected store and resetting to zero of the Assortment inventory field for items not affected by the
assortment.
- Update of the Assortment inventory field for items that are detailed in the entry of ranges.
- Update of the Assortment inventory field for items that are detailed in the entry of stores.
- Update of the Assortment inventory field for items that are detailed in the entry of ranges and in the entry of stores. Update of the items categorized as exception “…“.
Please note!
Only the main warehouse and the store will be impacted.
This operation is logged to the event log
Use in replenishment and distribution
Back Office: Inventory - Store replenishment - Replenishment and distribution
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The assortment inventory is taken into account by creating and using a method that resumes assortment data available in inventory by generating requirements per store. This
requirement will follow the functionalities of the proposals:
- Generation of a transfer from the warehouse to stores, if there is a warehouse
- Generation of purchase orders
Copying the assortment inventory
Back Office: Inventory - Store replenishment - Mini. and max. inventory/Copy assortment inventory
This command is used to copy the assortment inventory to the minimum and/or maximum inventory for each item of the store.
Consigned Items - Contents
The function for managing consigned items involves a network of stores and a supplier.
Introduction
Managing consigned items - Overview
General settings
Supplier settings
Warehouse settings
Store settings
Items settings
Access rights
Managing consigned items
In purchase documents
In sales documents
In special inputs and outputs
In inter-store transfers
In Replenishment and distribution
Invoicing sales
in transfer billing and creation
Managing Consigned Items - Overview
The function for managing consigned items involves a network of stores and a supplier. The supplier places certain items on consignment in certain stores. This stock
therefore belongs to the supplier and will be set apart in an area designated for each store.
At regular intervals, a document will be sent by the store network to the supplier. It lists all of the items that have been sold and results in a purchase invoice, based on a set
price list.
This principle is based on the fact that a Consigned warehouse has been created in each store concerned by this management mode. It contains all of the consigned items for
the store. Whenever an item arrives or leaves the store, transparent inventory movements are carried out in the consignment warehouse.
Note that this module can be serialized and is available for multiple warehouses only.
Management modes
In order to simplify flows and processing, Yourcegid Retail Y2 offers two consigned item management modes :
- Mixed mode: The same item can be managed as firm (e.g. following a purchase for the store) and as consigned (allows overstocking, which the store does not buy).
- Exclusive mode: The same item is managed as either firm or consigned.
Constraints
Note that you cannot activate consigned item management if :
- RFID is enabled.
- Priority stock rundown is disabled for sales documents.
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Serialization
Back Office: Administration - Company - Serialization
The wizard will allow you to serialize the desired modules. In our case, serialize the module (P30461) “Consigned items management”, then validate.
This will enable the "Consigned items management" available in the company settings (Commercial management/Items).
Consigned Item Settings
Supplier settings
Back Office: Basic data - Suppliers - Suppliers
Consigned item suppliers must be determined beforehand. To do this, open the Additions tab and check the "Management of consigned items".
Warehouse settings
Back Office: Basic data - Stores - Warehouses
You will need to create a Consigned type warehouse in each store involved in the management of consigned items.
In the Warehouse record, open the [Contact information] tab and select the [Consigned] type. This virtual warehouse is used to stock consigned items. They are not physically
separate.
Please note!
It is possible to only have one Consigned warehouse per store.
You cannot have one consignment warehouse in the sales area and another in the stock room in the same store.
Stores settings
Back Office: Basic data - Stores - Stores
Select a Store record and enter the following information, then validate.
Additions tab
- Mixed mode: Check the [Management of consigned items] box.
- Exclusive mode: Check the [Exclusive management] box. This enables you to specify that the items managed on consignment in this store will never be managed in firm
mode.
Linked warehouses tab
A store that manages consigned items must be assigned a Consigned warehouse. This operation is done in the "Linked Warehouses" tab in the Store record. In addition, stores
managing consigned items will always be multi-warehouse stores.
Items settings
Enabling "Consigned"
Back Office: Basic data - Items - Items
Open the [Characteristics] tab in the Item record and check the [Consigned item] box and validate.
Please note!
This setting is managed by generic item for dimensioned items.
By default, when an item has been consigned, all the item's dimensions will be consigned.
Consigned item exceptions by store
Back Office: Basic data - Items - Exceptions on consigned items
You have the option to differentiate the Consigned status according to store. By default, consigned items are considered to be consigned in all stores managing consignment.
However, it also possible to mark stores that do not manage these items on consignment.
The [Exceptions to consigned items] option allows the following actions:
- Searches: The existence of a record, and therefore a line in the table means that this information is a management exception, so therefore it is not consigned to the store.
- Modification: Record accessible in modification You can therefore check the [Consigned item] box, enabling you to remove the exception and delete the record from the
table. You can create a new exception using the [New] button.
This information can be imported into the MARTEXCEPCONFBTQ table (Consigned item exceptions by store).
Note that you may manage these exceptions individually from the Item record:
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Click the [Complementary Data] button, then select the "Consigned item exceptions by store" option.
Defining access rights
Back Office: Administratio - Users and access - Access right management
Menu Concepts (26) – Commercial management
Document entry/Override controls on management of consigned items.
- Enabled: If this option is enabled, you may enter both firm and consigned items in the same purchasing document.
- Disabled: If this option is not activated, a consigned document can contain consigned items only, and a non-consigned document may contain firm items only.
Note that the exclusive management of consigned items does not recognize this option. A consigned document cannot contain firm items under any circumstances.
Conversely, a firm document cannot contain consigned items.
Replenishment/Enter replenishment orders for consigned items within exclusive management
This option enables you to authorize these entries in exclusive management.
Menu Basic Data (110) - Items
Exceptions to consigned items
This right allows you to access the [Exceptions to consigned items] option in query and/or modification.
Managing Consigned Items
In purchase documents
A purchase document can be assigned the status Firm or Consigned. However, you may still enter firm items and consigned items in the same purchase document if the access
rights authorize it (see Override consigned item controls). If this option is not activated, a consigned document can contain consigned items only, and a non-consigned
document may contain firm items only. A purchase document will be consigned if the following conditions are met:
- The store manages consigned items.
- AND the supplier manages consigned items.
- AND the first item entered in the document is a consigned item.
- AND there are no exceptions defined for this item or this store.
In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.
Also note that "Consigned item documents" will appear in the upper left of the window, confirming the type of entry in progress (consigned items or not).
In sales documents (retail and trade)
In contrast to purchase documents, the Consigned status is of no significance in sales documents. It will therefore not be taken into account. You can enter a number of
different item types in the same sales document, whether they are consigned or not.
For more information about priority depletion of consigned items in sales documents, please refer to the user manual relating to priority depletion.
In special inputs and outputs
These documents function in virtually the same way as purchase documents. A special input/output document is consigned if the following conditions are met:
- The store manages consigned items.
- AND the first item entered in the document is a consigned item.
- AND there are no exceptions defined for this item or this store.
In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.
In inter-store transfers
The following elements are checked during a transfer:
- Transfers must relate to items of the same type, i.e. consigned items or firm items.
- Transferring consigned items requires destination stores to have a consignment warehouse. Otherwise, the transfer will not be authorized.
A transfer document will be consigned if the following conditions are met:
- The sender store manages consigned items.
- AND the recipient store manages consigned items.
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- AND the first item entered in the document is a consigned item in both stores.
- AND there are no exceptions defined for this item in either of the 2 stores.
In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.
Note that you cannot transfer an item that has a different status in both stores.
In Replenishment and Distribution
Back Office: Inventory - Store replenishment - Replenishment and distribution
Consigned items management
In Warehouse records, Consider in replenishments , present in the Information tab, allows you to have the inventory in the consigned warehouse included in the store’s
available inventory. This method enables you to manage consigned items replenishments like other items if the checkbox is enabled. In cases where there is a replenishment
requirement for a store with firm items and consigned items, two purchase orders or purchase proposals will be created:
- The first order/proposal contains the consigned items, based on the consigned warehouse.
- The second order/proposal contains the other items.
Consigned items transfer
Similarly, if the transfer generation process that is to replenish the store includes consigned items and firm items, two documents will be created.
Purchase proposals with consigned items
When generating purchase proposals containing consigned items using the replenishment calculation process, the generated document will be consigned if the supplier and
item are consigned. Whether or not the store manages consigned items is not taken into account. When creating purchases, if the option is, “With management of consigned
items” (available in the lower right of the window) is:
- Checked: Purchasing proposals will be divided in two parts: one for closed items and one for consigned items.
- Unchecked: If you do not select this option, the purchase proposals will be generated for firm items only.
In sales invoicing
Back Office: Sales - Generation - Invoice
The sales invoicing multi-criteria function includes a checkbox to allow invoicing of consigned items only. Once you select the sales lines for the consigned items, the
"Consigned item billing" wizard opens prompting you to choose between a number of options. The operation will generate a [Supplier invoice notice] document per store. The
document will not cause a stock update.
Once the invoice has been received, this invoice notice is converted to a supplier invoice. Note that this document lists all of the sales and returns carried out for consigned
items.
A document is generated for each store, so that the purchase can be assigned to the right store from a costing perspective.
These invoice notices are processed and sent to each supplier of consigned items, with a breakdown of the items sold by store. The supplier’s invoice should then be submitted
at this point.
In transfer invoicing and transfer creation
Invoicing transfers
Back Office: Sales - Generation - Invoice transfers/Per program and/or Interactive
These options enable you to invoice only closed documents, using the "Exclude consigned documents".
Creating transfers
Back Office: Inventory - Entry - Transfer
Additional restrictions have been added to Exclusive consigned items management. To create transfers:
- Closed: Enter firm items in 2 stores (firm, also).
- Consigned: Enter consigned items in 2 stores (both consigned).
To override this rule, you will need to contact the main office.
User management - Contents
User settings
Creating user groups
Creating user records
Managing cultural profiles
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Configuring print margins in printers
Creating user restrictions
Configuring user-defined tables
Configuring user/salespeople authentication
User management
User record batch modification
Access rights management
Connected users
Reset connection
Change user
Activity monitoring
Creating user groups
Back Office: Administration - Users and Access - User groups
Front Office: Settings - Administration - Users and Access/User groups
The User groups command allows you to create user groups and profiles you can grant authorizations and access rights for (see Access Rights Management.)
Examples of groups:
Group Purchases, Group Accounting, Group Salespeople, etc.
Once these groups created, they must be assigned to each user record (Characteristics tab). This operation is explained in paragraph Creating User Records.
General Tab
Scope of analysis
Entry of selection criteria before these multiple criteria are applied
This options allow you not to run multi-criteria queries as long as the criteria are not specified, thus forcing the user to enter criteria and validate the selection. This is very
useful for large databases since it helps in taking control of the selection criteria without having to launch the original query.
Field
Description
Code
User group code (required; max. 3 characters)
Group number
Order number given by the system that will be incremented by 1 each time a new
group is created.
Description
User group name (required; max. 35 characters)
Strategy
Selection of the password strategy defined in the Administration module, menu
Users and access, command Password strategy (refer to Salespeople
Authentication.)
Language
Select language associated to the group.
Personal.
Select personalization associated to the group.
Show confidential data
Tick this checkbox so that the group can view the confidential accounts and
sections in multiple criteria lists.
Fields
Description
Maximum scope of
analysis
Limits of the scope of analysis for cubes and dashboards (e.g. 30 days)
Retained date
This field is linked to the scope of analysis.
Example:
To see the documents for the current month, with scope set to 7 days:
- Input start date: 9/1/2014 Input end date: 9/30/2014
If “Input start date" is selected, the following dates will be retained:
Start date 9/1/2014 End date 9/7/2014
Max. number of user
fields
Specify the maximum number of user fields authorized for this group.
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Creating User Records
Back Office: Administration - Users and Access - Users
Front Office: Settings - Administration - Users and Access/Users
This enables administrators to define the users of the products and assign them to user groups.
Attention!
Only one administrator can create or modify user settings, including passwords. However, administrators may see only their own password in plain text and not user
passwords.
Characteristics Tab
Default values
Restrictions tab
Once created, user restrictions must be assigned to each user following the steps described below.
Step 1: Create user restrictions
Back-Office: Administration - Users and Access - User restrictions
Front Office: Parameters - Administration - Users and access/Store restrictions
In addition to access rights, user restrictions allow you to restrict data viewing from certain stores to certain users of the application.
For example, you can authorize a store user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.
User restrictions also allow you to authorize a user to view or modify only certain purchase or selling price lists.
Step 2: Assign restrictions to users
Back-Office: Administration - Users and Access - Users
Front Office: Settings - Administration - Users and Access/Users
Field
Description
Code
User code (required; max. 3 characters)
Name
User name (required; max. 35 characters)
Position
User position in the company
E-mail address
Specify user e-mail address.
Login
User label to use in order to open the product (required; max. 17 characters).
Password
Code associated with the login, used to open the product (required; max. 17
characters). Passwords will appear in plain text for users associated to them.
Confirmation
For security reasons, the password must be re-entered.
Authentication domain
For an NT authentication, this field displays the domain entered for connection.
Group
Selection list of the groups created previously. A user must be associated with a
user group that defines the access levels to the various product modules.
Employee
Search list for the employee code associated to the user.
Fields
Description
Store / Warehouse
Select the store and the warehouse the user is assigned to.
Sales division
Select the user sales division.
Cultural profile
A cultural profile is associated with each user, thereby setting the software
language (see Managing Cultural Profiles.)
Print margins
Select the label printer configured for the store (see List of printers).
Print indicators
Select the printer used to print indicators and alerts for scheduled tasks.
Display alerts or
indicators when
connecting.
This option is used to display indicators and alerts when the user connects to the
application.
Control of scheduled
tasks when connecting
This option is used to display scheduled tasks when a user opens the application.
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Once user restrictions have been created in the “User restrictions” menu, they must be assigned to each user in their record (see User Restrictions).
Additions tab
This tab enables you to manage classifications and user fields. For further information about these functionalities, refer to the following sections:
- Multi-classification
- User fields
Miscellaneous tab
User-defined tables
Used to assign user-defined tables. Remember, these tables can be configured in module Administration, menu Users and access, command User-defined tables - Users.
Attributes
Managing Cultural Profiles
Back Office: Administration - Users and Access - Cultural profiles
Front Office: Settings - Administration - Users and Access/Cultural profiles
In an international context, a cultural profile can be associated with each user, thus defining the language of use for the software package. You may therefore assign a profile
to each user for the Back Office, and a profile for the Front Office. By default, these two profiles are not populated when a user is created.
Characteristics Tab
Translator
Data language
Configuring Print Margins in Printers
Back Office: Administration - Users and Access - List of printers
Fields
Description
Reviser
If this option is checked, you can access the "Administration" software feature.
Attention!
There must be at least one user with this attribute. Otherwise, the application will
automatically check this option for the first user found.
Connection tracking
Enables you to enter the receipts in the event log which users have created in
standalone mode.
Administrator
Not used at this time.
Color printing
Enables you to check “Color” options by default in the print window.
Note! This option should be ticked to print a schedule.
Field
Description
Code
Profile code (3 characters maximum)
Application language
The language the application is displayed in, for screens, menus, and various
messages.
Fields
Description
Translator
Indicates if the user has the right to translate customer data (such as item and store
descriptions, user-defined tables, etc.) If this option is checked, the user may
access the Administration module - menu Multi-language - command Translation.
Source language
The language users will translate data from (e.g. a Japanese translator will
translate from English, but not from French.)
Fields
Description
Main language
The language data will be displayed in (customers and Cegid) : sub-tables + item
descriptions, store descriptions, user-defined tables, etc.
Secondary language
The language this same data is displayed in, if not translated into the main source
language.
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Front Office: Settings - Administration - Users and Access - Modify label printer
This command is used to support the differences in margins between printers, which is very useful for printing labels.
Example:
An HP printer in store A may print slightly to the left at the bottom compared to a Lexmark printer in store B.
This feature allows for margin variance, thus avoiding the need to create a label template for each store (or printer).
When a printer has been configured, it can be associated to a user in the Characteristics tab in their record (“Print margins” field).
Configuring User-Defined Tables
Back-Office: Administration - Users and Access - User-defined tables
This allows you to specify the data that makes up each of the user-defined tables. This information is used for sorting and reporting, but can also be printed on business
documents by customizing the document template with the Report generator.
First, the titles of the user-defined tables must be customized via “User-defined fields - Titles.” Then user-defined tables can be created.
Each time these settings are updated, you have to quit and restart, so that the new settings can be taken into account.
Please note that updating user-defined tables can be done directly in user records, by clicking the [Sub-table settings] button.
Authenticating Salespeople - Contents
In stores, workstations are shared by all staff members. Salesperson do rarely have their own dedicated workstation, hence the need to be able to switch quickly salesperson in
the application, thus avoiding that an employee login is used by others.
The authentication of salespeople allows a secure ID to be defined for each Front Office user. Authentication may or may not be linked to the clock-in/out management
feature, which allows work times to be managed for salespeople.
The salespeople authentication feature allows a salesperson to be identified based on the entry of certain data; this feature can be used independently of the clock-in/out
management feature. However, the reverse does not apply.
The authentication of salespeople is carried out transparently in standalone mode.
General settings
Defining company settings
Configuring the authentication by badge
Access right management
Configuring authentication modes
Authentication with badge
Authentication by fingerprint
Authentication with password
Salespeople authentication at cash register
Authentication with password only
Authentication with badge only
Authentication with password and/or badge
Authentication by selecting the salesperson
Authentication by fingerprint
Authentication by fingerprint or password
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User Management
User record batch modification
Back-Office: Administration - Users and Access - Batch modification
This enables you to modify some characteristics of several user records in one shot. This saves you from having to process them one by one. After selecting user records, the
“Batch modification of users” window will open with the modifiable fields in the left pane.
Select fields to modify from the list on the left side and move them to the “Modifications pane” on the right.
Make changes and validate with one of the following buttons:
- Record by record.
- All records with one click.
Access rights management
Back Office: Administration - Users and access - Access rights management
Front Office: Settings - Administration - Users and access/Access right management
This feature is used to manage access to modules, menus and/or commands by granting or denying appropriate authorizations for user groups.
User groups are displayed in columns and can be managed simultaneously. For further information about this function, please refer to the section about access rights.
Connected users
Back Office: Administration - Users and Access - Connected users
Front Office: Settings - Administration - Users and Access/Connected users
This feature shows all the users declared in the company in chart form and displays the tasks performed by each connected user in real time. By default, only the connected
users are displayed.
Reset connection
Back Office: Administration - Users and Access - Reset connections
Front Office: Settings -Administration - Users and Access/Reset connections
This feature enables administrators to disconnect all the connected users if the network or machines are down.
Attention!
Only administrator users can launch this command. After resetting, administrators must physically verify that user machines actually have been disconnected.
Change user
Back and Front Office: available from the home page
This button is available on the home page and is used to change the current user of the application without closing the company currently in use.
Activity monitoring
Back Office: Administration - Users and Access - Activity monitoring
Front Office: Settings - Administration - Users and Access/Activity monitoring
This feature is used to monitor tasks performed by each user by date.
Access Right Management - Contents
Back Office: Administration - Users and access - Access right management
The Access right management feature manages, for a user group, the access to modules, menus and/or commands by authorization or prohibition. User groups are presented in
columns and can be handled simultaneously.
Access rights - Overview
Access level
Legend keys
Grant or remove access rights
Import /export access rights
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Menu 26 – Concepts
General
Accounting
Commercial management - Items
Commercial management - Customers/Suppliers
Commercial management - CRM
Commercial management - Dimensions
Commercial management - Inventory
Commercial management - Pricing
Commercial management - Document entry
Commercial management - Serial numbers
Commercial management - Mask-types
Commercial management - Customer Services
Commercial management - Packing
Commercial management - Alert management
Commercial management - Customer mailings
Commercial management - Administration
Commercial management - Conduct inventory
Commercial management - Allocations/Clothing
Commercial management - Quotations and special orders
Commercial management - Objectives
Commercial management - Replenishment
Commercial management - Currencies
Commercial management - Store staff
Commercial management - Business operations and data collections
Commercial management - Call-back lists
Commercial management - Omni-channel
Commercial management - Delivered/picked up
Commercial management - Data Spread
Commercial management - Cashbox
Menu 107 – Sales receipts
Access rights - Enter transaction
Access rights - Enter payments
Access rights - Register operations
Access rights - Payment methods
Access rights - Daily opening/closing
Access rights - Safe
Menu 113 - Follow up actions
Follow up actions
Access rights - Overview
Back Office: Administration - Users and access - Access right management
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Front Office: Settings - Administration - Users and access/Access right management
Access rights are organized in several numbered menus listed in field "Menu" in the upper part of the screen, on the left. The access right management is displayed in the form
of a table with:
- Columns for the various user groups, and
- Rows for the menus and actions that can be authorized.
Access levels
Concepts and Menus
In order to refine restrictions, two different access types can be defined:
- Concepts used to authorize or prohibit certain actions are grouped together in menu 26, as well as under the Access Rights sub-menu in menu 107 for all concepts linked to
encashment.
- Access rights are used to authorize or prohibit the access to some modules, menus or commands.
To select one or the other of these levels, go to the upper left part of the screen and select in field "Menu" the menu or concept you want to act on.
Example:
- Menu (26)—Concepts - Commercial management - Suppliers: The "Create suppliers" concept authorizes or prohibits the creation of suppliers. However, the menu line
remains visible, only the [New] button is made unusable.
- Menu (110)—Basic data - Suppliers: The "Suppliers" access right makes the "Suppliers" menu item visible or not in module Basic data, menu Suppliers.
Key
Depending on the action status, the icons used have the following meanings:
Grant or remove access rights
Procedure
1. Select in the upper left part of the screen, in field "Menu" the menu or the concept on which you want to intervene.
The screen then displays the list of functionalities linked to the select concept or menu.
2. Access rights can be granted or removed as follows:
- By line, for all user groups with a left click in column Menu on the wording of the module, menu or menu item.
- By column, for all functionalities by clicking on the heading of the column.
- One by one by clicking on each element.
3. Then, for each feature, according to the change you want to make, click on the [Authorize] or [Refuse] buttons to grant or deny the access to the functionality.
A blue arrow then appears next to the changed accesses.
4. Confirm the update by clicking on the [Validate] button.
Related actions
Search by keyword.
Enlarge the description column for easier reading.
Display in the right part of the screen the users and the associated menus.
Authorize or prohibit an access right.
Icons
Description
The user group is authorized to use the feature.
The user group is not authorized to use the feature.
The feature is new and the user is authorized to use it.
The feature is new and the user is not authorized to use it. This is usually the case when a new feature
is added to the application, access rights are blocked by default.
An arrow displayed beside one of the previous 4 icons, indicates that the corresponding access right
has been modified.
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A right click on one of these dots or flags in the table allows you to perform the same operations. You can also double-click on one of these dots or flags of the table to reverse
the authorization.
Import /export access rights
Back Office: Administration - Company - Import/Export access rights
These commands are used to extract and reimport users’ access rights.
Menu (26) - Concepts - General
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Use of the Front Office
Use of the Back Office
Set private presentations
Dashboards and decision cubes are provided with several presentation templates that keep the type of data to display and their layout (format, color, alignment, fonts, etc.)
from one session to the other.
Set private filters
If the same selection criteria are regularly used to search and display elements in a list of data, when viewing, editing or processing; these criteria can be stored in one or more
selection filters.
Set public presentations
Dashboards and decision cubes are provided with several presentation templates that maintain from one session to the other, the type of data to display and their layout
(format, color, alignment, fonts, etc.)
Set public filters
If the same selection criteria are regularly used to search and display elements in a list of data, when viewing, editing or processing, these criteria can be stored in one or more
selection filters.
Objective: Authorize or prohibit the use of the Front Office.
If the user is authorized, he may use the functionalities of the Front Office, according to the access rights that
have been granted.
As soon as the user tries to connect to the Front Office, the following message will be displayed: "You do not
have the rights to use the Front Office."
Objective: Authorize or prohibit the use of the Back Office.
If the user is authorized, he may use the functionalities of the Back Office, according to the access rights that
have been granted.
As soon as the user tries to connect to the Back Office, the following message will be displayed: "You do not
have the rights to use the Back Office."
Objective: Authorize or not the user to handle his own presentations, create new ones, duplicate, rename or even
delete them.
Access
The Presentations menu is accessed by clicking this button from all statistical analyses and
decision cubes.
If the user has the appropriate rights, he can create his own presentations and perform various actions (modify,
delete, rename, duplicate, export and import) on them.
If the rights are denied, he cannot manage his own presentations. He will use the available standard
presentations.
Objective: Authorize or not the user to handle his own filters, create new ones, duplicate, rename or even delete them.
Access
The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and
statistical analyses.
If the user has the appropriate rights, he can create his own filters and perform various actions (modify, delete,
rename, duplicate, export and import) on them.
If the rights are denied, he cannot manage his own filters. He will use the available default filters.
Objective: Authorize or not the user to handle presentations used by all staff members, create new presentations,
duplicate, rename or even delete presentations.
Access
The Presentations menu is accessed by clicking on this button from all statistical analyses and
decision cubes.
If the user has the appropriate right, he can manage public presentations, meaning those created by other users.
He can duplicate, rename and even deleted them, (except of course private presentations.)
If the right is denied, public presentations may always be used, but they cannot be modified; and it is not
possible to create others.
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Access to contacts by mail services
Mail services are used to send e-mails directly from some reports, or from the "About" window without having to leave the application.
Set presentation for user groups
Set filters for user groups
Set multicompany presentations
Set multicompany filters
Export the lists
Yourcegid Retail Y2 enables data from certain lists to be exported into an export file that can be used by other applications. The following lists can be exported: multiple
Objective: Authorize or not the user to handle filters used by all staff members, create new presentations, duplicate,
rename or even delete filters.
Access
The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and
statistical analyses.
If the right is granted, public filters can be modified, deleted, renamed and son on.
If the right is denied, the public filters, however, can be used (they appear in the filter list); but they cannot be
modified or deleted.
Objective: Authorize or not the user to access already stored e-mail addresses.
Prerequisites
In order to make mail services available in the print preview of the reports, you must have checkmarked
the "Print previews in Acrobat Reader format (PDF)" option. This setting is defined in the standard tool
bar of the Back Office or Front Office via menu Preferences.
Access
This button gives access to the mail services from many features of the application, including print
previews in reports or the "About" window.
If this right is granted, it will be possible from fields To and CC of the mail services to access the stored
e-mail addresses via [...] without having to type them again.
If this right is denied, you cannot access the existing e-mail addresses. You have to enter the e-mail
address manually to send your e-mail.
Objective: Authorize or not the user to handle presentations used by a user group,create new presentations, duplicate,
rename or even delete presentations.
Access
The Presentations menu is accessed by clicking this button from all statistical analyses and
decision cubes.
If the user is authorized, he can select from the selection list either public presentations, presentations of
his group, or his own private presentations (if he has the right to configure them.) He can also create a
group presentation by duplicating a public or private presentation. He can modify, delete or export the
presentations of his group, created by himself or other users.
If the right is denied, user group presentations may always be used, but they cannot be modified; and it is
not possible to create others.
Objective: Authorize or not the user to handle filters used by a user group,create new presentations, duplicate, rename
or even delete filters.
Access
The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes
and statistical analyses.
If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, import and
export) group filters. If the user is authorized, he can select from the selection list either public
presentations, presentations of his group, or his own private presentations (if he has the right to configure
them.)
He can also create a group filter by duplicating a public or private filter. He can modify, delete or export
the filters of his group, created by himself or other users.
If the right is denied, public presentations may always be used, but they cannot be modified; and it is not
possible to create others.
Objective: Authorize or not the user to handle presentations with a multicompany status.
Access
The Presentations menu is accessed by clicking this button from all statistical analyses and
decision cubes.
If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, validate the
distribution) of multicompany presentations.
If the right is denied, these multicompany presentations may always be used, but they cannot be modified;
and it is not possible to create others.
Objective: Authorize or not the user to handle filters with a multicompany status.
Access
The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and
statistical analyses.
If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, validate the
distribution) of multicompany filters.
If the right is denied, multicompany filters may always be used, but they cannot be modified; and it is not
possible to create others.
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criteria lists, cubes, dynamic analyses, reports viewed in the form of export lists.
Modify connection date
When you connect to the application, you can change the connection date by modifying the data in the Entry date field.
Access to user preferences
User preferences are used to set some choices in relation to the display and various options, such as backgrounds, search lists, tool bar, etc.
Access to task scheduler
It is possible to schedule certain processes in the application to start automatically on a specified date and time (see Scheduled Tasks.)
Activating OLE links
Cegid’s applications offer you the possibility to build your own dynamic dashboards with various office tools (Microsoft Excel for example.) Your dashboards then evolve
along with the data stored in your folders, as Cegid applications publish OLE verbs you can use in the formulas in your Excel sheets. This concept enables secure access to
your data files.
SQL monitor
The SQL tool, presented in the standard tool bar, allows you to view the data of any field, and any data table by directly entering an SQL query. From the SQL monitor, as
well as on data list you may minimize or maximize the list, search for an information or even export the results in a file.
Objective: Authorize or not the user to export these lists.
Access
Use the following buttons to export a list:
- From multiple criteria lists.
- From multiple criteria lists and export lists.
If this right is granted, the user can export the lists by using these two buttons.
If the right is denied, these buttons will be hidden and no export function can be used.
Objective: Authorize or prohibit the modification of the entry date when you log to the application.
Access
On the homepage of the Back Office or the Front Office.
If this right is granted, the user can open Y2on a date he has chosen.
If the right is denied, even if the user can change the entry date, it will bet automatically connected by default
with the system date.
Objective: Authorize or prohibit the modification of these user settings.
Access
User preferences can be accessed form the standard tool bar by clicking the [Preferences] button:
If the user is authorized to do so, he can change the general settings for using this application.
If he is not and if he tries the open the Preferences menu, a message will be displayed informing that the user is
not authorized to use this menu.
Objective: Authorize or prohibit the use of this feature.
Access
Scheduled tasks are accessible from the Back Office via module Administration, menu Scheduled tasks,
command Query.
If the user is granted authorization, the Scheduled tasks menu will be accessible.
If this right is denied, the Scheduled tasks menu will be hidden.
Objective: Authorize or not the user to enable OLE links.
Access
From dashboards.
Only users associated with a user group for which this concept is enabled may create or recalculate the
reporting tables using OLE links.
If the right is denied, then the user cannot use the functions using OLE links.
Objective: Authorize or prohibit the use of this tool.
Access
You can access the SQL monitor from the standard tool bar.
If this right is granted, the user can enter SQL queries
If the right is denied, the button will be missing in the standard tool bar, so that the function cannot be used.
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Set up subtables
You can set up subtables from various locations in the application without having to exit the feature you are working at.
Customize reports
The report generator is provided with all Cegid applications. This tool enables you to create or modify most of the reports available in Yourcegid Retail Y2.
Menu (26) - Concepts - Accounting
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Control accounts
Creation
Modification
Analytical sections
Creation
Modification
Objective: Authorize or prohibit the setup of these subtables
Access
This button is available in various locations of the application and is used to access the setup of subtables.
If the user is granted authorization, he has access to the setup of subtables.
If the right is denied, the button is hidden and the function cannot be used.
Objective: Authorize or prohibit the modification of the reports used by all members of the staff.
Access
In most reports, the Page layout tab proposes the [Modify report] button which gives access to the Report
generator.
If the user is granted authorization, he has access to the report generator and can create and/or modify the
reports.
If the right is denied, the button is hidden and the function cannot be used.
Objective: Authorize or prohibit the creation of control accounts by the user.
Access
In the Back Office, via the Administration module, Link to accounting menu, Control accounts command
- button [New].
If the user is granted authorization, he can create new control accounts via the [New] button.
If the right is denied, the button is hidden and the creation of the control account is not possible.
Objective: Authorize or prohibit the modification of control accounts by the user.
Access
In the Back Office, via module Administration, menu Link to accounting, menu item Control accounts
If the user is granted authorization, he can modify existent control accounts.
If the right is denied, the user will see the following message display if he tries any modification: "You do not
have the right to use this function."
Objective: Authorize or prohibit the creation of analytical sections by the user.
Access
In the Back Office, via the Administration module, Link to accounting menu, Analytical sections
command - button [New].
If the user is granted authorization, he can create new analytical sections.
If the right is denied, the user will see the following message display if he tries any creation: "You do not have
the right to use this function."
Objective: Authorize or prohibit the modification of analytical sections by the user.
Access
In the Back Office, via module Administration, menu Link to accounting, menu item Analytical sections.
If the user is granted authorization, he can modify existent analytical sections.
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Journals
Creation
Modification
Exchanges
Import / Export
Accounting closure
The access rights described hereafter are linked to accounting closure. Consequently, the management of accounting closures must be enabled in the company settings (see
Accounting Closure.)
Opening of a sales day on a date prior to an accounting closure
When Front Office receipts are transferred to accounting, a control checks - when a sales day is opened - that the opening date is not prior to the latest closure of the store.
Modification of the external reference date
The external reference date corresponds to the date of the document issued by a third-party.
Non validated inventory prior to the closure date
Inventory counts must all be validated (or deleted) at accounting closure. Otherwise, a non-blocking message will be displayed during the closure. Moreover, when an
inventory is being validated, and if the validation is done for an inventory date prior to the closure date, the control will apply too; this action will be logged to the event log.
If the right is denied, the user will see the following message display if he tries any modification: "You do not
have the right to use this function."
Objective: Authorize or prohibit the creation of journals by the user.
Access
Back Office: Administration - Link to accounting - Journals
If the user is granted authorization, he can create new journals.
If the right is denied, the user will see the following message display if he tries any creation: "You do not have
the right to use this function."
Objective: Authorize or prohibit the creation of journals by the user.
Access
Back Office: Administration - Link to accounting - Journals
If the user is granted authorization, he can modify existent journals.
If the right is denied, the user will see the following message display if he tries any modification: "You do not
have the right to use this function."
Objective: Authorize or prohibit the import and/or export of accounting data (sales, purchases, and inventory.)
Access
Back Office: Administration - Link to accounting - Accounting transfer
If the user is granted authorization, he can carry out imports and/or exports of accounting data.
If the right is denied, no import and/or export of accounting data are possible.
Objective: Authorize or prohibit the opening of a sales day on the Front Office despite the existence of an accounting
closure at a later date.
Access
Front Office: Sales receipts - Daily operations - Opening
If authorization is granted, the user can open a sales day even if there is an accounting closure at a later date.
If this right is denied and if the user tries to open a sales day, the process will be subject to the entry of a
password by an authorized user.
Objective: Authorize or prohibit the modification of the external reference date despite the existence of an accounting
closure at a later date.
Access
The external reference date can be modified in the document header.
If the user is granted authorization, he can modify the external reference date.
If the right is denied, the date is made inaccessible so that it cannot be modified.
Objective: Authorize or not the user to override this control.
Prerequisites
The management of inventory accounting closures must have been enabled in the company settings via
Commercial management, Inventory accounting closure.
Access
Administration - Link to accounting - Closure
If the user is granted authorization, he can carry out the closure despite non validated inventories.
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Existence of an open day prior to the closure date
Deletion of an accounting closure
During the deletion of an accounting closure, a message informs the user that some accounting entries have to be deleted manually from the accounting database. Please note
that the accounting closure is archived as "deleted" and the user who performed the deletion is also memorized.
Menu (26) - Concepts - Commercial Management/Items
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Items
Creation
Modification
Price
Modification of LPPs
However, the following message will be displayed to alert the user about the existence of a non validated
inventory list at a prior date.
"Inventories prior to the closing date are not validated on store XX. Do you still want to perform a
closure on this store?"
If this right is denied, the user must validate or delete the inventories in progress in order to carry out an
accounting closure. The following blocking message will be displayed to alert the user about the
existence of a non validated inventory list at a prior date. "Closure not possible on store XX."
Objective: Authorize or prohibit the accounting closure despite the existence of a non closed sales day at a prior date.
Prerequisites
The management of inventory accounting closures must have been enabled in the company settings via
Commercial management, Inventory accounting closure.
Access
Administration - Link to accounting - Closure
If the user is granted authorization, the user can carry out an accounting closure despite the fact that a
sales day is still open at a date prior to the closure. However, a warning message will alert the user about
this case.
If the right is denied, the user cannot ignore the warning message about non closed sales days. Therefore,
he will not be able to carry out the closure.
Objective: Authorize or prohibit the deletion of an accounting closure.
Access
Back Office: Administration - Link to accounting - Closure - button [Delete]
If the user is granted authorization, he can delete the closure via the [Delete] button.
If the right is denied, the button is hidden and the deletion of the accounting closure is not possible.
Objective: Authorize or prohibit the creation of items.
Access
Back Office: Basic data - Items - Items - button [New].
If the user is granted authorization, he can create items via the [New] button.
If the right is denied, the button is hidden and the creation of items is not possible.
Objective: Authorize or prohibit the modification of items.
Access
Item record - button [Validate]
If the user is granted authorization, he can modify the items of the database.
If the right is denied, the button is not available and the modification of items is not possible.
Objective: Authorize or prohibit the modification of the last purchase price in the item record.
Access
Item record - tab Pricing - field Last purchase price.
If the user is granted authorization, he can modify the amount specified in the Last purchase price field at any
time.
If the right is denied, the Last purchase price field will be grayed out, making any modification of the LPA
impossible.
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Modification of LCPs
Display cost prices
Display purchase prices
Item lists
Item lists are used to select items without any classification in order to apply some processes relating to loyalty, price calculation, etc. (See Item Lists.)
View all item lists
Modify all item lists
Linked items
The management of linked items (see Linked Items) is used to link one or more items to a reference item (for example, when selling a bathrobe, the matching towel and wash
glove can be automatically proposed to the customer.)
Batch deletion of linked items
Bill of Materials
Objective: Authorize or prohibit the modification of the last cost price in the item record.
Access
Item record - tab Pricing - field Last cost price.
If the user is granted authorization, he can modify the amount specified in the Last cost price field at any time.
If the right is denied, the Last cost price field will be grayed out, making any modification of the LCP
impossible.
Objective: Authorize or prohibit the display of cost prices in the item record.
Access
Item record - tab Pricing - section Cost price
If the user is granted authorization the amounts relating to the cost prices can be viewed by the user in the
Pricing tab.
If the right is denied, the amounts relating to the cost prices are hidden.
Objective: Authorize or prohibit the display of purchase prices in the item record.
Access
Item record - tab Pricing - section Purchase price
If the user is granted authorization the amounts relating to the purchase prices can be viewed by the user in the
Pricing tab.
If the right is denied, the amounts relating to the purchase prices are hidden.
Objective: Authorize or prohibit the query of these lists.
Access
Back Office: Basic data - Items - Item list
If the user is granted authorization, he can view the item lists he selects.
If the right is denied and the user tries to view a list, a message will be displayed informing the user that the
item list cannot be viewed.
Objective: Authorize or prohibit the modification of these lists.
Prerequisites
The right to view all items must have been granted.
Access
Back Office: Basic data - Items - Item list
If the user is granted authorization, he can modify the item lists he selects.
If the right is denied and the user tries to modify a list, a message will be displayed informing the user
that he is not authorized to perform this action.
Objective: Authorize or prohibit the deletion in mass of these linked items
Prerequisites
To enable the management of linked items, you must checkmark the Management of linked items option,
available via Administration - Company - Company settings - Commercial management/Items.
Access
Back Office: Basic data - Items - Linked item list
If the user is granted authorization, he can use the [Select all] button and delete all the item records
selected.
If the right is denied, only the [Delete] button is available: the user must then open every record to
delete individually each selected item.
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A bill of materials of a product describes its composition with a list of components. There are 3 types of BOMs: Macro, Assembly and Assortment. (See Bill of Materials.)
Creation of a BOM item
BOM item modification
Deletion of BOM items
Menu (26) - Concepts - Commercial Management/Customers - Suppliers
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Customers
Force customer risk status
Customer risk management is aimed at identifying a customer with an outstanding balance exceeding the authorized credit limit when a document is recorded.
Create customers
Customer modification
Objective: Authorize or prohibit the creation of this type of items.
Prerequisites
To enable the management of BOMs, you must checkmark the BOM management option, available via
Administration - Company - Company settings - Commercial management/Items.
Access
Back Office: Basic data - Items - Items - button [New bill of materials].
If the user is granted authorization, he can use the [New bill of materials] button to create a BOM.
If the right is denied, the button is hidden and the creation of a BOM is not possible.
Objective: Authorize or prohibit the modification of this type of items.
Prerequisites
To enable the management of BOMs, you must checkmark the BOM management option, available via
Administration - Company - Company settings - Commercial management/Items.
Access
Back Office: Basic data - Items - Items
If the user is granted authorization, he can modify an existent BOM.
If the right is denied, the different fields of the record are grayed out so that the modification is not
possible.
Objective: Authorize or prohibit the deletion of this type of items.
Prerequisites
To enable the management of BOMs, you must checkmark the BOM management option, available via
Administration - Company - Company settings - Commercial management/Items.
Access
Back Office: Basic data - Items - Items
If the user is granted authorization, he can delete an existent BOM.
If the right is denied, the deletion is not possible.
Objective: Authorize or not the user to force the customer risk status.
Prerequisites
In the settings of document types, in tab Third-party, checkmark the Consider customer risk option, and
on tab Payments of the customer record, specify the amounts required to calculate the risk.
Access
Customer record, tab General, option Force status.
If the user is granted authorization, he can force the risk status.
If the right is denied, the Force status option is simply hidden and no modification is possible. Only the
outstanding balance can be viewed.
Objective: Authorize or prohibit the creation of customers.
Access
List of customers - button [New]
If the user is granted authorization, he can create new customers by clicking on the [New] button.
If the right is denied, the button is hidden and the creation of customers is not possible. Please note: During a
sales transaction on the Front Office, if the user tries to create a customer, either via the buttons of the task bar,
of the touch pad, or via the keyboard, the action can be carried out only if an authorized user enters a
password.
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Create prospects
Modification of fictitious customers
The concept of fictitious customer is essential to the creation of records used for the entry of inventory documents, transfers, special movements and sales to occasional
customers. It is necessary to create so-called fictitious customers in order to assign to these movements a third-party that does not really exist.
Modifying the store of creation
For each customer record, you can define the store where the customer was created.
Customer 360
The 360° vision of the customer provides a concise overview of key information on only one record.
Suppliers
Create suppliers
Supplier modification
Objective: Authorize or prohibit the modification of customer records.
Access
List of customers - button [Validate]
If the user is granted authorization, he can validate his changes with the [Validate) button.
If the right is denied, the button is hidden and the modification of customers is not possible. Please note:
During a sales transaction on the Front Office, if the user tries to modify a customer, either via the buttons of
the task bar, of the touch pad, or via the keyboard, the action can be carried out only if an authorized user
enters a password.
Objective: Authorize or prohibit the creation of prospects.
Access
Back Office: Basic data - Customers - Prospects - Button [New prospect]
If the user is granted authorization, he can create new customers by clicking on the [New prospect] button.
If the right is denied, the button is hidden and the creation of prospects is not possible.
Objective: Authorize or prohibit the modification of these customer records.
Prerequisites
The management of fictitious customers requires prerequisite settings (cf. Customer Record.)
Access
Customer record, tab General, option Fictitious customer.
If the user is granted authorization, he can modify the records of the fictitious customers of his choice.
If the right is denied, customer records with checkbox Fictitious customer enabled, are grayed out and
cannot be modified.
Objective: Authorize or prohibit the modification of this information.
Access
Customer record, tab General, field Store of creation.
If the user is granted authorization, he can modify the store of creation.
If the right is denied, the field relating to the store of creation is grayed out and no modification is possible.
Objective: Authorize or not the user to access this information.
Access
In the customer record, click on the [Complementary data] button and select the Customer 360 option.
If the user is granted authorization, he can access the 360° vision of customer information.
If the right is denied, the Customer 360 option is missing and the relevant information cannot be viewed.
Objective: Authorize or prohibit the creation of suppliers.
Access
Back Office: Basic data - Suppliers - Suppliers - button [New]
If the user is granted authorization, the user can access the [New] button.
If the right is denied, the button is not available and the creation of suppliers is not possible.
Objective: Authorize or prohibit the modification of supplier records.
Access
Back Office: module Basic data, menu Suppliers, menu item Suppliers - button [Validate]
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Display contact information
The supplier record contains any data relating to the contact information you may want to keep confidential.
Display supplier
Menu (26) - Concepts - Commercial Management/CRM
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Loyalty
Close loyalty cards
The Loyalty module must have been acquired, serialized, and then enabled in the Company settings via the Commercial management and CRM options.
Change loyalty program
Reissuing of loyalty cards
If the customer has lost his loyalty card, it should be possible to assign a new card to the customer. This option is available only if the card is assigned to a customer.
If the user is granted authorization, he can validate his changes with the [Validate) button.
If the right is denied, the button is grayed out and the modification of suppliers is not possible.
Objective: Authorize or prohibit the viewing of the suppliers' contact information.
Access
Back Office: Basic data - Suppliers - Suppliers - tab General
If the user is granted authorization, he can view the contact information of his suppliers.
If the right is denied, the contact information is simply hidden and cannot be viewed.
Objective: Display or hide the Supplier field in the item record.
Access
Mainly in the item record but also in all records that do display the fields of the item record.
If the user is granted authorization, he can view the suppliers' names.
If this right is denied, the Supplier field will be hidden.
Objective: Authorize or prohibit the closing of a loyalty card.
Access
A loyalty card can be closed from the customer record.
Front Office: Use the [Loyalty card] button and then the [Close card] button.
Back Office: Use the [Zoom menu - Loyalty card] button, and then the [Close card] button.
The mass closing of cards can be performed on the Back Office:
Sales - Loyalty - Query cards - button [Closure of the selected cards]
If the user is granted authorization, the user can close the available cards.
If the right is denied, the buttons used to close the cards are grayed out so that the cards cannot be closed.
Objective: Authorize or prohibit the change of a loyalty program for a customer.
Access
A loyalty card can be modified from the customer record.
Front Office: Use the [Loyalty card] button and then the [Change program] button.
Back Office: Use the [Zoom menu - Loyalty card] button, and then the [Change program] button.
If the user is granted authorization, the user changes the loyalty program via these buttons.
If the right is denied, these buttons will be grayed out and no program change can be performed.
Objective: Authorize or prohibit the reissuing of a new loyalty card.
Access
A new loyalty card can be issued in the Front Office from the customer record, via the [Loyalty card] button,
and the [Reissuing of the loyalty card] button.
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Modification of the end of validity date for loyalty cards
Loyalty cards are created with an end of validity date when the card is saved. Sometimes it will be necessary to change that date. This concept only concerns the V2 loyalty
module.
Manual renewal of a card
Ignore mandatory reading of the card
Menu (26) - Concepts - Commercial Management
Dimensions, Inventory, and Pricing
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Dimensions
Change of the complementary label for imported dimensions
For item dimensions, the Complementary description field is used to manage size equivalences by displaying the complementary descriptions instead of the standard
descriptions. When a dimension grid is imported, the change of the complementary descriptions is forbidden, but this restriction can be ignored.
Advanced settings for dimension display
You can define a set of displays put up for the values of the fields displayed in the dimension grids.
If the user is granted authorization, he can issue a new loyalty card.
If the right is denied, these buttons will be grayed out, so that no card can be issued.
Objective: Authorize or prohibit the modification of the expiry date of a loyalty card.
Access
Back Office or Front Office: Sales - Loyalty - Query cards - button [Modification of the expiry date]
If the user is granted authorization, he can use the [Modification of the expiry date] button to change the end of
validity date.
If the right is denied, the [Modification of the expiry date] button is not accessible, and no change of the expiry
date is possible.
Objective: Allow a customer whose loyalty card has been closed to benefit again from the first loyalty program of the
campaign in accordance with the renewal rules. This manual renewal option avoids the creation of a new card.
Access
The reactivation of the card can be done directly from de card, or if more cards should be reactivate from the
multiple criteria screen of the card list; the date and the balance of the card will be changed according to the
options defined.
If the user is granted authorization, he can reopen the card.
If the right is denies, no renewal is possible.
Objective: Allow a user to perform loyalty processes on an unread customer card.
Prerequisites
The “Reading the card is mandatory” setting must be enables.
Access
FO sales
If the user is granted authorization, he can perform loyalty processes on a customer card that has not
been read.
No loyalty process can be performed on an unread card, if the right is denied.
Objective: Authorize or prohibit the modification of complementary descriptions for imported dimensions.
Access
The "Complementary description” is available in the Back Office, via the Settings module, Dimensions for
items menu, Values command.
If the user is granted authorization, he can modify the complementary descriptions of the imported dimensions.
If the right is denied, the complementary descriptions if the imported dimensions cannot be modified.
Objective: Authorize or prohibit the definition of advanced settings.
Prerequisites
Manage dimension grids
Access
In the item record - tab Dimension - button [Settings], and then button [Advanced].
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Inventory
Modification of LPPs
Modification of LCPs
View inventory of all warehouses/of all warehouses of the subsidiary
Multi-store inventory flash
View movements of a serial number in all warehouses
Serial number management allows items to be identified in a unique way. Every item has its own serial number and can be followed from its entry into stock to its sale (see
Serial Numbers.)
Pricing
Schedule validation of price lists
See Automatic Price List Generation.
If the user is granted authorization, he can modify these settings via the [Advanced] button.
If the right is denied, the [Advanced] button is hidden, and no change in the settings is possible.
Objective: Authorize or prohibit the modification of the Last Purchase Price.
Access
Item record, tab Dimension: field "Last PP - store." If this field is not visible, use button [Settings] to display
it.
If the user is granted authorization, the field can be modified.
If this right is denied, the field is in read-only mode.
Objective: Authorize or prohibit the modification of the Last Cost Price.
Access
Item record, tab Dimension: field "Last CP - store." If this field is not visible, use button [Settings] to display
it.
If the user is granted authorization, the field can be modified.
If this right is denied, the field is in read-only mode.
Objective: Authorize or not the user to view the inventory of all the warehouses and/or all the warehouses of the
subsidiary.
Access
Everywhere in Yourcegid Retail Y2 whenever user restrictions are applied.
If the user is granted authorization, the list of warehouses returned by restrictions in terms of warehouse
visibility is updated.
If the right is denied, the user cannot view the inventory of all the warehouses or/and of all warehouses of the
subsidiary.
Objective: Authorize or not the user to view the inventory of another store.
Access
Front Office: Management - Inventory - Item flash
Back Office: Inventory - Query - Item flash
If the user is granted authorization, the "Store" field can be modified.
If the right is denied; the Store field is grayed out, and the user can view the inventory of his own store only.
Objective: Authorize or not the user to view the movements of an item managed with a serial number.
Access
Front Office: Management - Inventory - Serial number/Serial number in stock
Back Office: Inventory - Query - Serial number/Serial number in stock
If a user is authorized, they can view item serial numbers at all sites.
If the right is denied, the user can see the serial number of an item only in the warehouses linked to the
inventory restriction.
Objective: Authorize or prohibit the configuration of the price list validation process.
Access
Back Office: Sales - Pricing - Automatic price list generation - Validating price lists - button [Schedule
validation]
If the user is granted authorization, he can schedule this process using the [Schedule validation] button.
If the right is denied, the [Schedule validation] button is hidden, and the user cannot use this feature.
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Modify price lists
Menu (26) - Concepts - Commercial Management/Document Entry
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Sales representative change
As salespeople / sales representatives are sometimes commissioned on saved documents, it may be useful to suspend the ability to change sales representatives on documents.
Display full bank card number
For security reasons, it may be wise to hide the number of your customers' credit cards.
Display whole number of gift card
Validate template at the end of document
Once the document has been entered, the document is systematically printed according to the printing template defined in the document types. However, the user may also
select another template when he validates the document.
Override locks on margin
It is possible to specify for each item a minimum margin to satisfy. Once this information saved, a check will be performed upon document entry in order to suspend any input
if this setting is not met.
Objective: Authorize or prohibit the modification of purchase and selling price lists.
Access
Back Office: Purchases and Sales modules, Price lists menus.
If the user is granted authorization, the commands for the purchase and selling price lists are available for
modification.
If the right is denied, the commands for the purchase and selling price lists are available in read-only mode.
Objective: Authorize or prohibit the change of a sales representative saved in a document.
Access
Field Sales representative available upon document entry.
If the user is granted authorization, the Sales representative field can be modified.
If this right is denied, the Sales representative field is not available for modification.
Objective: Authorize or prohibit the viewing of the number of the bank card used for payment.
Access
This button gives access to the Card number window. The button is available for any document query,
after clicking on the [Installments] button, and then on the [Line detail] button.
If the user is granted authorization, he can view the number of the bank card used for the payment by clicking
on the [Card number] button.
If the right is denied, the [Card number] button is hidden, and the user cannot see this information.
Objective: Authorize or prohibit the viewing of the number of the gift card used for payment.
Prerequisites
Knowing how to create formulas to customize lists and reports that can restore information.
Access
- List of outstanding payments to customize with the following formula: @DECRYPTENOGIFTCARD.
- Reports or receipts: to customize with formula @FODECRYPTENOGIFTCARD.
If the user is granted authorization, he can view by means of these formulas the number of the gift card
used for the payment.
If the right is denied, the user has no access to this information.
Objective: Authorize or prohibit the selection of a printing template at the end of the document entry.
Prerequisites
If you want the user to select a printing template for each document type, checkmark the "Template
choice at end of document" option. This option must be enabled in the Back Office, via Settings -
Documents - Documents/Types (Layout tab).
Access
Any document entry feature for which the option has been enabled.
If the user has been granted authorization, at the end of the document entry, the user may select the
printing template for the document from the window that displays.
If the right is denied, the document will be printed according to the template defined by default in the
document type.
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Modify selling price lists
According to your settings defined, certain fields may be displayed for the entry of documents. In particular, it will be possible to show fields relating to selling price lists in
certain documents allowing the price list to be modified during the receipt.
View customer orders in notice validation
Authorize pre-receipts when validating notices
It may happen that receipts of goods cannot be recorded immediately in the store, because of a lack of time to count or check the items received. In this case, it is possible to
make pre-receipts of goods to validate the receipt later.
Generate available orders in notice validation
Objective: Authorize or not the user to force the lock.
Prerequisites
Define a minimum margin in the item record, tab Pricing - Item margin check.
Access
Document entry.
If the user is granted authorization, he can enter a document without satisfying the minimum margin
specified in the item records.
If the right is denied, and he user enters a document where the minimum margin defined for the item is
not matched, the following message displays: "The margin for the item is less than the required
minimum." The user must then abort the entry.
Objective: Authorize or prohibit the modification of fields linked to selling price lists when entering a document.
Prerequisites
Define the documents for which you want to show the selling price lists. This setup is done in the Back
Office, in Settings - Documents - Documents/Input lists. The following fields are relating to selling price
lists and will be displayed upon document entry: Tax excl./Tax incl. price list and Tax excl./Tax incl.
amount.
Access
Upon document entry for documents with the setup described above.
If the user is granted authorization, he can modify the fields linked to selling price lists that are displayed
when the user enters a document.
If the right is denied, the fields linked to selling price lists will be displayed; but the user cannot modify
them.
Objective: Authorize or not the user to view the list of customer orders, after the validation of a delivery notice (or
transfer notice), and if some items of these orders have been received.
Prerequisites
Enable the “Generation of an available order when validating a receipt” setting via the Company
settings- Commercial management/Documents - processing.
Access
Back Office:
- Purchases - Generation - Receipt of goods
- Inventory - Generation - Validation of transfer notices
Front Office:
- Management - Transfers - Validation of transfer notices
- Management - Receipts and returns - Receipt of goods
If the user is granted authorization when he validates the receipt of an item from a customer order, a
message displays enabling the user to view the list of customer orders.
If the right is denied, there will be no message and no query screen.
Objective: Authorize or prohibit the status change of a document from "On hold" to "Pre-received" and vice versa.
Access
The [Pre-receipt] button is available on screen "Pre-receipt and receipt of notices" in the Back Office and
the Front Office.
If the user is granted authorization, the button above is available to change the status of the document.
If the right is denied, the button is hidden and the status of the document cannot be modified.
Objective: Authorize or not the user to generate the available order from the customer order after the validation of a
delivery notice (or transfer notice), and if some items of these orders have been received.
Prerequisites
Enable the “Generation of an available order when validating a receipt” setting via the Company settings
- Commercial management/Documents - processing.
Access
Back Office:
- Purchases - Generation - Receipt of goods
- Inventory - Generation - Validation of transfer notices
Front Office:
- Management - Transfers - Validation of transfer notices
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Authorize the automatic allocation of quantities
An entry assistance helps the user to allocate automatically the initially scheduled quantities when an order is received. This prevents any risk of error when entering
quantities.
Authorize document closing
When the quantity of a document is not completely processed, it is sometimes necessary to close the document by clearing the balance.
Authorize visa when validating documents
The visa management submits any document to validation, if the amount is lower or higher than the range defined.
For further information on how to set up this method, please refer to Visa Management.
Authorize the creation of a document for "At risk" customers
It is possible to suspend the entry of documents for customers for whom the risk of non-payment is very high.
Modify date of purchase document in creation mode
When you enter a document, the date indicated when you connect to CBR is recovered in the header of the document and may be modified by the user.
- Management - Receipts and returns - Receipt of goods
If the user is granted authorization when he validates the receipt of an item from a customer order, a
message displays enabling the user to generate the associated available order.
If the right is denied, there will be no message and no query screen.
Objective: Authorize or prohibit upon document entry the use of buttons that will populate the quantity field
automatically.
Access
Quantities can be allocated automatically when entering documents via the use of the following buttons:
Allocate the quantities automatically for the line.
Allocate the quantities automatically for the document.
If the user is granted authorization, the buttons for the automatic allocation of quantities are available upon
document entry.
If the right is denied, the buttons are simply hidden, and the user must himself enter the processed quantities.
Objective: Authorize or prohibit the closure of a document.
Access
The [Additional actions - Close / Activate remainder] button is available for document entry.
If the user is granted authorization, he can use this button to close the document.
If the right is denied the "Additional actions - Close / Activate remainder" option is hidden; the document
cannot be closed.
Objective: Authorize or not the user to approve the document directly during the validation step.
Prerequisites
For each document type requiring a visa, you must enable the Visa option and define the amounts that
will trigger the request for approval. This option must be enabled in the Back Office, via the Settings -
Documents - Documents - Types (tab General).
Access
Any document entry feature for which the option has been enabled.
If the user is granted authorization, the user may approve the document at validation, either immediately
or later.
If the right is denied, the user can validate the document, but a message informs him that the document
must be approved. The document is then printed with mention "Awaiting visa".
Objective: Authorize or prohibit the entry of documents for customers with high risks (Red level).
Prerequisites
To take into account the customer risks for the entry of documents:
- Document types, tab Third-party: checkmark option "Consider customer risk".
- Customer record, tab Payments: specify the amounts required to calculate the risk.
- Also go to Company settings, Customers/Suppliers and checkmark "Advanced management of
customer risk".
Access
When entering documents
If the user is granted authorization, and when he enters a document for a high-risk customer, a non-
blocking message will alert the user about this situation.
If the right is denied, and when the user enters a document for a high-risk customer, a message will alert
the user that only an authorized user can proceed and enter this document.
Objective: Authorize or prohibit the modification of this date when the purchase document is created.
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Modify date of purchase document in modification mode
When you modify a document, the date indicated when you created the document is recovered in the header of the document and may be modified by the user.
Change the date of an inventory document being created
When you enter a document, the date indicated when you connect to CBR is recovered in the header of the document and may be modified by the user.
Change the date of an inventory document being modified
When you modify a document, the date indicated when you created the document is recovered in the header of the document and may be modified by the user.
Deleting receipts entered in standalone mode
The standalone mode enables the cash register to meet the essential functions while the network is down. Once the connection is up again, the receipts entered during the
network failure, are reintegrate interactively or automatically (see Standalone Mode.)
Display selling price lists when creating, viewing, modifying and generating documents
According to your settings defined, certain fields may be displayed for the creation , query, modification and/or generation of documents. In particular, it possible to display
the fields linked to selling price lists in certain documents.
To display selling price lists, you must have defined the documents concerned by this display This setup is done in the Back Office, via Settings - Documents - Documents -
Input lists. The following fields are relating to selling price lists and will be displayed upon document entry: Tax excl./Tax incl. price list and Tax excl./Tax incl. amount.
Change user-defined tables in FO entry
Access
Purchase documents
If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.
If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.
Objective: Authorize or prohibit the modification of this date when the purchase document is created.
Access
Purchase documents
If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.
If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.
Objective: Authorize or prohibit the modification of this date when the inventory document is created.
Access
Inventory documents
If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.
If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.
Objective: Authorize or prohibit the modification of this date when the inventory document is created.
Access
Inventory documents
If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.
If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.
Objective: Authorize or prohibit the deletion of receipts entered in standalone mode before they are integrated.
Access
Front Office: Sales receipts - Daily operations - Sales integration, button [Delete]
If the user is granted authorization, the user can use this button to delete the receipts.
If the right is denied, the button is grayed out, and no deletion is possible.
Objective: Authorize or prohibit the display of fields linked to selling price lists when creating, viewing, modifying or
generating a document.
Access
Upon the creation, query, modification and/or generation of documents with the setup described above.
If the user is granted authorization, he can modify the fields linked to selling price lists that are displayed.
If the right is denied, the fields linked to selling price lists will be hidden.
Objective: Authorize or not the user to change user-defined tables for customer orders and reservations in the Front
Office.
Prerequisites
Support user-defined tables for document types CC, and or RDI, and/or CDI: tick the “Use of user-
defined tables” option and define one or more tables.
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Authorize the status change of firm prices on document valuation
When a document is transformed (generation of an order for delivery, for example,) the prices of the order may be, either recovered the same for the delivery, or revalued (see
Managing Firm Prices.)
Authorize document revaluation
If price changes are effective, after the entry of documents, it is sometimes necessary to revalue these documents to update them.
Save wizard settings for replenishment proposal
Suggestions for inventory replenishment are generated according to the criteria you have selected and then saved (see Replenishment Suggestions for Customer Orders.)
Modifying/duplicating a non-modifiable/non-duplicable document
Deletion of documents
Override controls on management of consigned items
A purchase document may have either status Firm, or status Consigned. However, it is possible to enter both firm and consigned items in the same purchase document. This is
allowed by this concept.
Access
Front Office:
- Customers - Customer orders - Customer orders (Enter or Modification)
- Customer - Customer reservations (Enter or Modification)
If the right is granted, the entry button for user-defined tables is available in the toolbar.
If this right is denied, the button is hidden.
Objective: Authorize or prohibit the status change of the document.
Prerequisites
In the document types, in the Valuation tab, the Firm prices setting means that these prices will be kept
when the document is transformed.
Access
Click on this button in the document, and then go to the Additions tab to get access to the "Firm
prices on document valuation" field.
If the user is granted authorization, the "Firm prices on document valuation" field is accessible for
modification.
If the user is not granted authorization, the "Firm prices on document valuation" field grayed not no
change is possible.
Objective: Authorize or prohibit the revaluation of a document.
Access
The [Additional actions - Revaluation] button is available for the entry and/or modification of
documents.
If the user is granted authorization, the user can use this button to revalue this document.
If the right is denied, the "Revaluation" option is hidden; the document cannot be updated.
Objective: Authorize or prohibit that this setup can be overwritten.
Access
Back Office: Purchases - Generation - Replenishment for customer orders - Replenishment suggestion. -
[Open wizard] button
If the user is granted authorization, when selecting his replenishment options, the user can save his settings by
clicking the [Save] button.
If this right is denied, the button will be hidden. The user can use the configuration of these options; he can
modify it temporarily; however he cannot overwrite it.
Objective: Authorize or not the user to modify or duplicate a non-modifiable or non-duplicable document.
Access
In modification or duplication mode
To authorize certain user groups to modify/duplicate a non-modifiable/non-duplicable document, this concept
must be set to green.
To prohibit the medication/duplication of a non-modifiable/non-duplicable document, this concept must be set
to red.
Objective: Authorize or prohibit the deletion of documents.
Access
Upon document modification, the [Delete] button is used to delete the document.
If the user is granted authorization, the button above is available to delete the document.
If the right is denied, the button for deletion will be grayed out, so that the feature cannot be used.
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Generation of documents via tracking reference
Authorize modifications to be copied to transfers
Authorize international adaptations
Authorize the decrease of the fiscal reference counters
(See Fiscal References.)
Modifying the item description
When the user enters items into a document he may change the descriptions of these items in the relevant fields.
Objective: Authorize or prohibit the entry of both firm and consigned items in a same purchase document.
Prerequisites
This module must be serialized and can be used in a multiwarehouse environment only (see Managing
Consigned Items.)
Access
Purchase document entry
If the user is granted authorization, he can enter both firm and consigned items in the same purchase
document.
If the right is denied, a consigned document can include only consigned items, and a non-consigned
document includes only firm items.
Objective: Authorize or prohibit the generation of receipt documents by downloading information from an inventory
terminal.
Access
Back Office:
- Purchases - Generation - Receipt of goods
- Inventory - Generation - Validation of transfer notices
- Purchases - Generation - Pre-receive notice
Front Office:
- Management - Transfers - Validation of transfer notices
- Management - Receipts and returns - Receipt of goods
- Management - Receipts and returns - Pre-receive notice
The [Terminal downloading] button is available for receiving functions with access to the Terminal
downloading screen.
The [Terminal downloading] button is hidden.
Objective: Authorize or not modifications of a sent transfer to be copied to the associated transfer notice.
Access
Back Office: Inventory - Enter - Modification/Transfers
When modifying a sent transfer, a question is raised at the end of the document validation step to copy the
changes to the associated transfer notice.
The change on the sent transfer is saved without asking the user and without copying the change to the transfer
notice.
Objective: Authorize or not the possible use of the international customization model available in the Country record.
Access
Back Office:
- Settings - General - Country
- Basic data - Stores - Stores
The model of international customizations can be accessed and modified in the country records. This model is
also used in the store record (Contact information tab), but cannot be modified.
The model of international customizations cannot be modified in the country records.
Objective: Authorize or not a reset or decrease of fiscal reference counters.
Access
Back Office:
- Settings - Documents - Fiscal references/List of counters
- Sales receipts - Enter transaction, button [Actions on taxation], option Fiscal references/Modify counter
The reset button is visible and accessible. It is also possible to decrease manually the counter by entering
a new lower value for the current counter.
If this right is denied, the reset button will be hidden. The user tries to change manually the counter, a blocking
message prevents the entry of a lower value for the current counter.
Objective: Authorize or prohibit the modification of item descriptions when items are entered into the document.
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Authorize creation and modification of litigations
The management of litigations allows the user to assign a status to a line of purchase orders when an error is detected (received quantity different from the scheduled delivery,
price different from the original one, etc.)
Override freeze of documents
Release frozen documents
GUI Taiwan: modifying the payment method on the return receipt
Authorize the change of the warehouse issuing the loan
When a loan is entered, the issuing warehouse specified by default is the one entered in the store record.
Authorize the change of the lending period (in days)
When a loan is entered, the lending period is calculated automatically and the scheduled date of the return is displayed.
Access
Field "Description" at document entry.
If the user is granted authorization, the Description field is accessible and the user can change the descriptions
of the items.
If the right is denied, the user has not access to the Description field, so that he must keep the default
description of the item.
Objective: Authorize or prohibit the creation or modification of disputes.
Prerequisites
The Control of invoices and management of litigations must be serialized. Moreover, the Litigation
management must be enabled in the Company settings via Commercial management - Documents, as
well as for any document type (tab General.) (See Litigation Management.)
Access
Upon document entry, the [Additional actions] button gives access to the entry of litigations.
If the user is granted authorization, he can create or modify litigations via this button.
If the right is denied, and if the user tries to create or modify litigations, a message will display informing
the user that he is not authorized to use this feature.
Objective: Authorize or not the user to open and modify a document which is already used by another user.
Prerequisites
The company setting “Management of concurrent accesses in documents”, accessed via the Commercial
management/Document - entry menu must be ticked.
Access
Any modification feature for documents (customer orders, purchase orders, transfers, etc.) either in the
Front Office, or in the Back Office.
When the user opens a document already opened by another user, a message alerts the user that this
document is already in use. The user can then open it either in read-only mode, or in modification mode.
Only the read-only mode is authorized for this document.
Objective: Authorize or not the user to delete locks on documents.
Access
Back Office: Administration - Users and access - Frozen documents
The release button is enabled and a message prompts the user to confirm the release of the documents.
The button remains active, but a message prevents processing.
Objective: Authorize or not the user to change the payment method on the return receipt, in the case a store supports
Taiwan’s GUI fiscal references.
Access
Front Office: Sales receipts - Sales - Enter transaction
When a return transaction is entered, the window that opens allows the user to change the default payment
method.
Le return line is recorded with the default payment method defined in the customization setup of the store,
without any possible change.
Objective: Authorize or prohibit the modification of this warehouse by the user.
Prerequisites
To operate effectively, the loan management must be enabled and configured appropriately (see Loan
Management.)
Access
A loan can be entered from the Front Office:
- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].
- Customers - Loans - Enter a loan
If the user is granted authorization, the Warehouse field is accessible and the user can change the
warehouse specified by default.
If the right is denied, the user has not access to the Warehouse field, so that he must keep the default one.
Objective: Authorize or prohibit the modification of the return date by the user.
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Authorize the loss of a loan
Lent items are sometimes lost by the customer. However, they must be managed and accounted for.
Authorize the change of the return warehouse of a loan
When a loan is returned, the return warehouse specified by default is the one entered in the store record.
Override modification settings for user-defined tables
Entry of analytical breakdown per document
Entry of analytical breakdown per line
Prerequisites
To operate effectively, the loan management must be enabled and configured appropriately (see Loan
Management.)
Access
A loan can be entered from the Front Office:
- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].
- Customers - Loans - Enter a loan
If the user is granted authorization, the Return date field is accessible and the user can change the date
calculated by default.
If the right is denied, the field is grayed out and the modification is not possible.
Objective: Authorize or prohibit the loss a lent item to be entered by the user.
Prerequisites
To operate effectively, the loan management must be enabled and configured appropriately (see Loan
Management.)
Access
A loan can be entered from the Front Office:
- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].
- Customers - Loans - Enter a loan
If the user is granted authorization, the Loss feature is available and the user can enter the loss of the lent
item.
If the right is denied, the feature is not accessible to the user and the latter must call his manager to enter
the loss of the item.
Objective: Authorize or prohibit the loss a lent item to be entered by the user.
Prerequisites
To operate effectively, the loan management must be enabled and configured appropriately (see Loan
Management.)
Access
A loan can be entered from the Front Office:
- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].
- Customers - Loans - Enter a loan
If the user is granted authorization, the Warehouse field is accessible and the user can change the
warehouse specified by default.
If the right is denied, the Warehouse field is hidden so that the field cannot be modified.
Objective:
Prerequisites
Set up the use of document user-defined tables for document type FFO (User-defines tables tab) with
some tables being modifiable and others not.
Access
Back Office: Sales - Retail sales - Receipt modification
Front Office: Sales receipts - Sales - Modification of user-defined tables
If the user is granted authorization, he can modify using this button, any of the user-defined tables,
regardless of the modification settings defined in the document type.
If the right is denied, the user can modify only the user-defined tables defined as modifiable in the
document type.
Objective: Authorize or prohibit the entry of analytical breakdown per document
Prerequisites
The company setting “Management of analytics per document”, accessed via the Commercial
management/Account posting menu must be ticked.
The “Document analytics” setting must be enables for at least on document type (Accounting tab.)
Access
Any creation or modification feature for documents.
The [Analytical breakdowns] button is visible in the document and gives access to the Analytical
breakdown record of the document, if the corresponding document type has been set up appropriately as
mentioned above.
The [Analytical breakdowns] button does not propose the Document option.
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Authorize the entry of a document at a date prior or later than the system date
When a document is entered, the system date is specified by default, but generally it can be modified.
Authorize the status change of firm prices on transfer prices
Menu (26) - Concepts - Commercial Management/Serial Numbers
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Serial number management allows items to be identified in a unique way. Every item has its own serial number and can be followed from its entry into stock to its sale. For
further information about this functionality and its settings, please refer to Serial Numbers.
Force locks
In general, this section allows a user of type administrator to have additional rights so that he can bypass some standard controls.
In inventory, purchase and sale documents
When items are entered into one of these documents, the systems checks that the quantity of items inserted into the document is consistent with the total of serial numbers
entered too. If there is any inconsistency, the feature may be locked.
Entry is mandatory in sales documents
Objective: Authorize or prohibit the entry of analytical breakdown per line
Prerequisites
The company setting “Management of analytics per document”, accessed via the Commercial
management/Account posting menu must be ticked.
The “Line analytics” setting must be enables for at least on document type (Accounting tab.)
Access
Any creation or modification feature for documents.
The [Analytical breakdowns] button is visible in the document and gives access to the Analytical
breakdown per line record, if the corresponding document type has been set up appropriately as
mentioned above.
The [Analytical breakdowns] button does not propose the Line option.
Objective: Authorize or prohibit the replacement of this date by a date prior to or later than the system date.
Access
Any document creation in the Back Office or the Front Office.
If the user is granted authorization, the Date field is accessible and the user can replace the system date by a
prior or later date.
If the right is denied and the user tries to replace the system date by a prior or later date, a message will alert
the user that he cannot perform this operation. He must keep the system date as specified by default. Even an
authorized user will not be able to modify this date for a document in progress.
Objective: Authorize or prohibit the status modification of checkbox option “Firm prices on transfer prices” in the
additional header information of documents.
Prerequisites
The company setting “Transfer price management”, accessed via the Commercial management/Stores
and warehouses menu must be ticked, and the store must support transfer prices (Contact information
tab.)
Access
In any modification feature for documents.
When creating or modifying documents, the “Firm prices on transfer prices” option in the additional
header information is accessible.
When creating or modifying documents, the “Firm prices on transfer prices” option in the additional
header information is grayed out.
Objective: Authorize or not the user to force the lock.
Access
Inventory, purchase and sale documents
If the user is granted authorization, he can enter fewer serial numbers than items entered into any of these
documents. These rights can also be used to authorize the user to switch from blind entry mode to an automatic
assignment entry mode.
If the right is denied, and the user enters fewer serial numbers than items, a message prompts the user to call
another user with the appropriate rights to force the lock.
Objective: Authorize or not the user to enter serial numbers into sales documents.
Prerequisites
The management of serial numbers must have been enabled for the document type (in the Inventory tab.)
Access
From the Back- or Front Office, via entry or updates function for inventory, purchase or sales
documents.
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Authorize the change of weight for components with serial numbers
Update of inventory serial numbers
Menu (26) - Concepts - Commercial Management/Mask-types
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The objective of mask-types is to facilitate the entry of quantities in dimension grids by using pre-referenced allocation profiles. For further information about this
functionality and its settings, please refer to Mask-types.
Creation
Modification - Deletion
Item association
If there is a gap between the serial numbers and the quantity of the document, a message enables the user
to:
- Go back to the previous screen and complete the serial numbers.
- Proceed and validate the document without specifying additional serial numbers.
When validating a sales document, if the serial numbers entered do not match the quantity entered on the
document, a message prompts the user to call for an authorized user to override the controls.
Objective: When validating a sales document, if the serial numbers entered do not match the quantity entered for the
document, a message prompts the user to call an authorized user to override the controls.
Access
From the Inventory module, menu Query, command Serial numbers/Referencing serial numbers
Adding or deleted components associated with a serial number is possible via the buttons located on the right
of the Referencing serial numbers screen. The weight can be modified too by double-clicking the line.
If the user is not granted authorization, he cannot change the weight and components of a serial number:
- Buttons for adding or deleting components are hidden.
- Double-clicking the line is inoperative.
Objective: Authorize or not modifications of inventory serial numbers via the “Check/Update inventory” function. By
default, modification is authorized.
Access
Inventory - Query - Serial numbers/Check-Update inventory
The query/allocation of serial numbers screen can be accessed in update mode to add, delete or modify serial
numbers.
The query/allocation of serial numbers screen can be accessed in read-only mode
Objective: Authorize or prohibit the creation of mask-types by the user.
Access:
Back Office: Settings - Dimensions for items - Mask-types – button [New].
If authorization is granted, the [New] button is enabled allowing the creation of mask-types.
If the right is denied and the user clicks the [New] button, a message warns the user that he is not authorized
to create mask-types.
Objective: Authorize or prohibit the modification or deletion of mask-types by the user.
Access:
Back Office: Settings - Dimensions for items - Mask-types
To perform a change, use the [Validate] button.
To delete a mask-type, use the [Delete] button.
If authorization is granted, the buttons mentioned above are enabled allowing the modification or deletion of
mask-types.
If the right is denied, the buttons mentioned above are grayed out, and neither modification, nor deletion is
possible.
Objective: Authorize or prohibit the association of previously created mask-types with items to select.
Access:
Back Office: Basic data - Items - Items - tab Characteristics - button [Mask-type association].
If authorization is granted, the button mentioned above triggers the display of a new window where mask-
types can be associated with items via the [Move] buttons.
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Menu (26) - Concepts - Commercial Management/Cust. Service Management
Back-Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The concepts described below are linked to the management of customer services; this module is available in the Back Office and in the Front Office. The module is aimed at
tracking alterations and repairs, items under warranty, controls, etc. The Customer service management is an optional module that must have been acquired and serialized
before it can be used. For further information about this functionality and its settings, please refer to Customer Services.
Create customer service records
Deleting Customer Service records
Defect identification
Customer service operations to send
This menu allows you to view the list of customer services waiting to be sent to the workshops in order to effectively send them
Quotations - Valuation
Once the quotation done and the store informed about the amount of a repair, you just have to return to the list of quotations being valued. The selection of the customer
services allows you to return to the record to complete it.
If the right is denied, the button gives access to the association window, but the [Move] buttons are grayed out
and no association is possible.
Objective: Authorize or prohibit the entry of customer service records.
Access
Back Office: Sales - Customer services - Customer service records - button [New]
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer
service input]
If authorization is granted, the creation of a customer service record is possible:
On the Back Office via the [New] button.
On the Front Office via the Customer service input option.
If the right is denied, the creation of a customer service record is not possible:
On the Back Office: the [New] button is not accessible.
On the Front Office: the Customer service input option is not accessible.
Objective: Authorize or prohibit the deletion of customer service records.
Access
Back Office: Sales - Customer services - Customer services records - button [Delete]
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer
service follow-up] - button [Delete]
If authorization is granted, the deletion of a customer service record via this button is possible.
If the right is denied, the deletion is not possible, and the [Delete] button is either hidden, or grayed out.
Objective: Authorize or prohibit the access to the Defect identification feature.
Prerequisites
The company setting “Identification step of the defect”, accessible in Commercial Management/
Customer services, must be enabled.
Access
Back Office: Sales - Customer services - Defect identification
Front Office: Customers - Customer services - Defect identification
If the user is granted authorization, he can qualify the defect via the “Defect identification” menu. The
Salesperson field remains accessible as long as the record remains in status “To qualify”.
If the right is denied, the Defect identification menu is not visible; in the customer service record, the
Salesperson and Defect identification fields cannot be accessed.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Customer service to send
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer
service to send]
If the user is granted authorization, he can send customer services to the workshops.
If this right is denied, the "Customer service to send" option is not accessible.
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Quotations - Customer reply
Once the quotation communicated to the customer, several steps may be possible:
- Quotation accepted: the customer accepts the repair and will come to the store and sign an agreement.
- Customer notified: the customer is notified of the amount of the repair; he will think about it.
- Quotation refused: the customer refuses the estimate.
Quotations - OK from workshop
This step consists in checking all quotations to inform the workshop that it either repairs the items or returns them.
Workshop returns
When items are sent back from the workshop, they must be controlled one by one to check that the repair is well done.
Returned to customer
This list of customer service operations to return to customers is available from sales transaction entry screen.
Close/Reopen a customer service
In the case of loss and theft, or even if the customer changes his mind, the customer service record may be closed.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Quotations - External workshop valuation.
Front Office: Sales receipts - Sales -Enter transaction - button [Customer services - Cust. services - Quotations
- Workshop valuation]
If the user is granted authorization, he may copy the information from the quotation into the customer service
record.
If this right is denied, the "Quotation valuation" option is not accessible.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Quotations - Customer reply.
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations
- Customer reply]
If the user is granted authorization, he can specify the customer's reply in the customer service record.
If this right is denied, the "Quotations - customer reply" option is not accessible.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Quotations - Ok from workshop.
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations
- Ok from workshop]
If the user is granted authorization, he can specify the customer's reply in the customer service record.
If this right is denied, the "Quotations - customer reply" option is not accessible.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Workshop return.
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations
- Workshop return]
If the user is authorized, once he has checked the repairs, he can specify in the customer service record, the
status of the repair: repair done, repair not possible, return to workshop.
If this right is denied, the "Workshop return" option is not accessible.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Returned to customer.
Front Office: Sales receipts -Sales - Enter transaction - button [Customer services - Cust. services - Returned to
customer]
If the user is granted authorization, he can perform "Returned to customer" operations and collect the amount
of the repair.
If this right is denied, the "Returned to customer" option is not accessible.
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Close C.S.
It is possible to close customer services with status Closed or Delivered to customer.
Modify the price of the services
Accept a quotation partially
Last step cancellation
The management of customer services consists in performing subsequent steps from the creation of the service to the delivery to the customer. It is possible at any moment to
come back to the previous step, if need be.
Link step "Send green lights" to step "Customer's reply"
This allows you to proceed with the next customer service step without leaving the current screen, thus saving time.
Menu (26) - Concepts - Commercial Management/Packing, Alert Management
and Customer Mailings
Back Office: Administration - Users and access - Access right management
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Close/Reopen a customer service.
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services -
Close/Reopen a customer service]
If the user is granted authorization, he can close and/or reopen a customer service record.
If this right is denied, the "Close/Reopen a customer service" option is not accessible.
Objective: Authorize or prohibit the closure of a customer service record.
Access
Back Office via the Closure command
If the user is granted authorization, he can close a customer service record via the [Validate] button.
If the right is denied, the button is disabled, no closure can be performed.
Objective: Authorize or prohibit the change in service prices in various customer service records.
Access
In customer service records
If the user is granted authorization, he can change the service prices in creation/modification mode in the
customer service records.
If the right is denied, the change in service prices is not authorized. The prices are grayed out and are not
accessible.
Objective: Authorize or prohibit the use of this feature.
Access
Back Office: Sales - Customer services - Quotation Customer reply
Front Office: Customers - Customer services - Quotation Customer reply
If the user is granted authorization, he can accept a quotation partially by selecting only certain service lines
among the list of services.
If the right is denied, a blocking message alerts the user that he is not authorized to validate a quotation
partially. Either he performs an elevation of privilege by entering an identifier/password of a user with the
appropriate rights and proceeds with the entry, or he entirely validates the quotation, or waives the process.
Objective: Authorize or prohibit the cancellation of the last step to come back to the previous step in the management
of a customer service.
Access
From the customer service record, click the [Last step cancellation] button to go back to the previous step.
If the user is granted authorization, he can use this button to cancel the last step performed.
If this right is denied, the [Last step cancellation] button is not accessible.
Objective: Authorize or not the user to proceed directly with step "Send green light" without leaving the screen.
Access
From step Quotations - Customer reply, click the [Send a go-ahead] button available in the Customer's reply
record to go directly to the next step without leaving the screen.
If the user is granted authorization, the [Send a go-ahead] button enables the user to proceed directly with the
next step.
If this right is denied, the [Send a go-ahead] button is not accessible.
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Front Office: Settings - Administration - Users and access/Access right management
Packing
The packing module is aimed at managing packages and their shipment. This module will enable the packaging and the grouping of items for shipment and ease their
integration when receiving goods in the store. For further information about this functionality and its settings, please refer to Packing.
Access to the reference mode
Two packing modes are available and must be configured in the document types:
- Packing mode - Reference: the user himself can select the items to package.
- Packing mode - Blind: items must be scanned in a Packing window; they are not selected by reference.
Manual entry for package number
The packing module is aimed at managing packages and their shipment. When entering a packing list, a package number is allocated automatically.
Alert management
The concepts described below are linked to the Alert management module, and more precisely to the settings for SQL queries and the resulting reports. Each indicator is based
on a SQL query. It is then the result of this query that is returned in a report. Each time a query is run, the generated report is stored in order to maintain a history. For further
information about this functionality and its settings, please refer to section Alert Management.
SQL request setup
An indicator is an element which, when run at a given time, allows you to obtain a specific result: it is a SQL query which will return one or more result lines when it is run.
Report setup
The results returned when the query is run are saved in a report that will be archived.
Show all indicators
The list of indicators is available in the form of a report and can be viewed at any time.
Objective: Authorize or prohibit the use of the reference packing mode, even if the packing mode on document entry
is set to Blind.
Access
When entering documents, from the Packing list window, click on the [Show/Hide items to package] button to
switch to the "Reference" packing mode.
If authorization is granted, the [Show / Hide items to package] button is available to be able to switch to the
"Reference" mode.
If the right is denied, the [Show / Hide items to package] button is grayed out; no switch to the "Reference"
mode is possible.
Objective: Authorize or prohibit the modification of this package number.
Access
When entering documents, from the Packing list window, click on the [Display the package characteristics] to
get access to the package number (tab Logistics).
If authorization is granted; the "Package no." field can be accessed to change the number allocated
automatically.
If the right is denied, the "Package no." field will be grayed out, making any modification impossible.
Objective: Authorize or prohibit the setup of these SQL queries.
Access
Back Office: Administration - Alert management - Settings - button [Request setup]
If the user is granted authorization, he can create new queries via the [Request setup] button.
If the right is denied, the [Request setup] is not accessible and no query can be set up.
Objective: Authorize or not the user to set up this report.
Access
Back Office: Administration - Alert management - Settings - button [Report setup]
If the user is granted authorization, he can create a report by using the [Report setup] button.
If the right is denied, the [Report setup] is not accessible and no report can be set up.
Objective: Authorize or prohibit the query of this list.
Access
Back Office: Administration - Alert management - Search.
If the user is granted authorization, he can view the list of indicators.
If the right is denied, the list is void and no indicator is displayed.
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Customer mailings
(Refer to Customer mailings.)
Customer mailing is available only if business operations are not supported. Therefore, uncheck the “Management of business operation and data collections” option,
available via Administration - Company settings - Commercial management/CRM. Mailing management is performed in the Basic data module via the Customer mailing
command in the customers menu.
Mailing management
Creation
Modification - Deletion
Menu (26) - Concepts - Commercial Management/Administration
Back Office: Administration - Users and access - Access right management
Front Office: Administration module - Users and access - Access right management
Complete user record
The user record enables administrators to configure users and assign them to a group and a store. They can even apply restrictions to users relating to the query of data
(inventory, customers, mark-down, etc.)
Change settings for weighing
Creation/modification of exception groups
Objective: Authorize or prohibit the modification of customer records.
Mailing management is possible both in the Back Office and the Front Office.
All management functions for mailing are disabled in the Back Office and the Front Office.
Objective: Authorize or prohibit the creation of customer mailings.
The user can create new mailings. The creation button is visible in the multiple criteria and in the record.
The user cannot create new mailings. The creation button is visible in the multiple criteria and in the record.
Objective: Authorize or prohibit the modification or deletion of mailings.
The user can modify or delete an existent mailing. Changing information is possible in the mailing record using
the [Delete] button.
The mailing record opens in read-only mode. No data can be modified, the button used for deletion and
creation are hidden.
Objective: Set up restrictions on the settings available in the user record and restrict access to only essential data, such
as data about the name, the position, the login and the password of the user.
Access
Back Office: Administration - Users and Access - Users
Front Office: Settings - Administration - Users and Access - Users
If authorization is granted, the complete user record is displayed without restriction.
If the right is denied, the user record displays only the very essential matters.
Objective: Authorize or not the user to manage his own weighing settings.
Prerequisites
The Scale connector module (P30489) must be serialized (see the Administration module, Serialization
menu, command Activation of modules).
Access
Weighing management is available in the following screens:
- Store record: Basic data module, Stores menu, Stores command (the weighing unit can be changed.)
- Measurement record: Settings module, Management menu, Measurement units command. (The register
peripheral code can be accessed for units of type Weight.)
- Register settings: Settings module; Front Office menu, Register command (the scale section can be
accessed.)
If the user is authorized, the can access the different elements listed above to manage the weighing
process.
If the user is not granted authorization, he cannot access the elements listed above.
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Use of external functions for exports
This concept is explained in this section.
Creation of zip codes
You can create zip codes to use them for the entry of third-party addresses.
Menu (26) - Concepts - Commercial Management/Conduct inventory
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The concepts described below are linked to the management of inventories. For further information about this functionality and its settings, please refer to Inventory Count
Management. The Conduct inventory feature must have been configured appropriately, as well as the PIT transmission if one is used.
Modify transmissions
Inventories can be conducted with a Portable Inventory Terminal (PIT). The quantities counted on this terminal are downloaded onto the computer of the store. At the end of
the transmission, these quantities can be viewed or modified.
Change inventories
After having generated the list of items to count, the list can be modified by specifying the quantities actually counted in order to update the stocks.
Objective: Authorize or prohibit the creation or modification of exception groups for payment methods
Prerequisites
You must enable the “Management of exception group” option, available in Administration - Company -
Company settings - Commercial management/Stores and warehouses.
Access
- From the management of exception groups: Settings module, Management menu, Exception groups of
payment methods command.
- From payment methods: Settings module, Management menu, Payment methods command.
If the right is granted:
- From the management of exception groups: the creation/modification of groups is possible using the
creation button.
- From payment methods: The modification of additional information on a payment method per store,
especially on a store exception causes the update of linked stores. A confirmation message will display
when the record is validated.
If the right is denied:
- From the management of exception groups: You can only view the groups as the creation button is
hidden.
- From payment methods: The modification of additional information on a payment method per store,
especially on a store exception is not possible (a blocking message will display.)
Objective: Authorize or prohibit the creation of new zip codes.
Access
Back Office: Settings - General - Zip codes
If the user is granted authorization, he can create new zip codes via the [New] button.
If the right is denied, the [New] button is not accessible and no zip code can be created.
Objective: Authorize or prohibit the modification of the transmissions downloaded from the PIT.
Access
Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query
Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query
If the user is granted authorization, he can modify the list downloaded from the PIT.
If this right is denied, no modification is possible The list from the inventory terminal will be kept.
Objective: Authorize or prohibit the modification of this list.
Access
Back Office: Inventory - Conduct inventory - Entry/Change inventory.
Front Office: Management - Conduct inventory - Entry/Change inventory.
If the user is granted authorization, he can modify the inventoried quantities in column "Inventory result".
If this right is denied, no modification is possible.
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Authorize negative quantities
After having generated the list of items to count, the list can be modified by specifying the quantities actually counted. By default, negative quantities are allowed.
Override the limitation for integrating transmissions
Cancel integrations
Modify settings for inventories
It is possible to configure default values for some pieces of information of inventories. These settings are relating to inventory lists, manual transmissions, as well as to the
inventory validation and the end of inventory.
Copy computer inventory on inventoried stock
When entering or modifying an inventory, data from the "Computer inventory" column can be copied to the "Inventory result" column on all lines not entered yet. This
prevents the operator from entering a quantity on each line, and allows him to change only the lines with discrepancies.
Dissociate documents of positive and negative inventory discrepancies
If discrepancies are found when an inventory is validated, the system generates a document about these discrepancies. It is then possible to split this document in order to
dissociate positive and negative inventory discrepancies.
Objective: Authorize or prohibit the entry of negative quantities.
Access
Back Office: Inventory - Conduct inventory - Entry/Change inventory.
Front Office: Management - Conduct inventory - Entry/Change inventory.
If the user is granted authorization, he can enter negative quantities in column "Inventory result" by inserting
the negative sign (-) just before the quantity.
If the right is denied, as soon as the negative sign (-) is inserted before a quantity, it will be deleted
automatically, showing therefore a positive quantity.
Objective: Limit the integrations and queries of transmissions to the transmissions realized by the user.
Access
Inventory - Conduct inventory - Transmitted inventories - Entry/Query
Inventory - Conduct inventory - Transmitted inventories - Integration
For entry or query, the user field is assigned by default with the code of the connected user; but this can be
modified so that the actual user can view transmissions performed by other users.
This is the same for integration; the user field is assigned by default with the code of the connected user; but
this can be modified so that the actual user can integrate transmissions performed by other users.
For entry or query, the user field is assigned by default with the code of the connected user; but this cannot be
modified. The user can view only his/her own transmissions.
This is the same for integration: Only the user’s transmissions can be integrated.
Objective: Authorize or not the user to unflag an inventory transmission.
Access
Inventory - Conduct inventory - Transmitted inventories - Entry/Query
In the inventory transmission record, the Cancel transmission button is accessible.
In the inventory transmission record, the Cancel transmission button is not accessible.
Objective: Authorize or prohibit the modification of these settings.
Access
Back Office: Inventory -Conduct inventory - Settings for inventories - button [Validate].
If the user is granted authorization, he can modify the settings for inventories and save the changes via the
[Validate] button.
If the right is denied, the [Validate] button is grayed out and no modification is possible.
Objective: Authorize or prohibit the copy of data from the "Computer inventory" column to the "Inventory result"
column.
Access
Back Office or Front Office from Command Entry/Change inventory - button [Copy inventory]
If the user is granted authorization, he can use this button to copy the data.
If the right is denied, the button is not accessible and the computer inventory cannot be copied.
Objective: Authorize or prohibit the generation a document dissociating negative and positive discrepancies.
Access
Back Office or Front Office from menu item Validation.
If authorization is granted, a discrepancy document will be generated for positive inventory discrepancies and
another one for negative inventory discrepancies.
If the right is denied only one document is generated with both positive and negative inventory discrepancies.
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Deleting transmissions
Inventories can be conducted with a Portable Inventory Terminal (PIT). The quantities counted on this terminal are downloaded onto the computer of the store. At the end of
the transmission, these quantities can be viewed or modified, and even deleted.
Authorize inventory lists to be divided
This feature consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory
validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list.
Change the status of the inventory list
Menu (26) - Concepts - Commercial management
Allocation/Clothing, Quotations and special orders, Objectives
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Allocations/Clothing
This module is aimed at meeting the specific requirements of price list management for certain categories of customers. Especially for Clothing and VIPs:
- Certain categories of employees may be entitled to clothing from the store's collection up to a certain amount.
- VIPs are certain categories of employees or customers that may buy items based on a price list different from the public price list.
For further information about this module and its settings, please refer to Allocation and Clothing.
Use of programs of level 1/ level 2/ level 3
The Allocations and clothing module enables the creation of special price list conditions in order to make the concerned customers benefit from advantageous prices.
Associate program to customer
Objective: Authorize or prohibit the deletion of the transmissions downloaded from the PIT.
Access
Back Office or Front Office: Entry/Query of transmitted inventories - button [Delete].
If the user is granted authorization, he can delete the list downloaded from the PIT using the [Delete] button.
If the right is denied, the button is not accessible and the deletion of the list is not possible.
Objective: Authorize or not the user to split these lists.
Prerequisites
Splitting the lists requires that a limit be set in the Company settings - Inventory. For further information
about the settings to define, please refer to the Management of inventory counts.
Access
Back Office or Front Office: via the [Divide an inventory list] button available in the Inventory
validation.
If the user is granted authorization, he can use this button to split the list into several parts.
If the right is denied, and the user tries to use the [Divide an inventory list] button, a message will inform
the user that he is not authorized to perform this operation.
Objective: Authorize or not the user to de-validate an inventory list pre-validated by the stores.
Access
Inventory - Conduct inventory - Pre-validation by store
The cancel validation button for inventory lists is accessible.
The cancel validation button for inventory lists is not accessible.
Objective: Authorize or prohibit the use of a program according to the authorization level defined in the record: 0, 1,
2, or 3. By default, the value of the programs is set to 0, meaning that they can be used by everyone.
Access
The authorization level of a program is defined in the Back Office via module Sales, menu Allocations and
clothing, menu item Special conditions - tab Controls.
The program is then used in the Front Office, after identification of the customer.
If authorization is granted, and after the identification of the customer who benefits from the special
conditions, the message that displays enables the user to apply these conditions to the customer.
If the right is denied, after the identification of the customer who benefits from these special conditions, a
message displays, informing the user that the customer benefits from special conditions, but that the user is not
authorized to apply them. To proceed with this operation, a password from an authorized user must be entered.
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Customize customer amounts
The special condition programs enable the definition of thresholds that the customer cannot exceed and for which a warning message is issued. These thresholds are defined in
amounts and/or in quantities.
Quotations and specials orders
The concepts described hereafter are linked to the Quotations and special orders module. It is used to enter special orders for customers, with a preliminary price request
phase. This is an optional module that must be serialized first.
For further information about this functionality and its settings, please refer to section Quotations and Special Orders.
Deleting a quotation
For many reasons, it is sometimes necessary to delete a quotation.
Display step "Send go-ahead"
This step corresponds to the moment when the store has received agreement from the customer and sends a go-ahead to the workshop to begin the order:
Objectives
The concepts described above are linked to the Objectives module used to define and track sales forecasts. For further information about this functionality and its settings,
please refer to section Sales Objectives.
Validate/De-validate a session
A session is a framework for which objectives will be defined. It is thus characterized by several criteria (periods, analysis axes, etc.).
Authorize the modification of the daily objectives
Objective: Authorize or not the user to associate a program with a customer.
Access
A program is associated with a customer in the Back Office:
- Customer after customer: in the customer's record, tab Conditions, button [Special conditions], then proceed
with the [New] button.
- In batch mode: via the Sales module, Allocations and clothing menu, Batch association command.
If the user is granted authorization, he can associate programs with customers he has chosen.
If the right is denied, the two access modes described above are not accessible, so that the user can associate no
program with a customer.
Objective: Authorize or prohibit the customization of the authorized thresholds for a customer.
Access
The customization of amounts and/or quantities is performed in the customer's record in the Back Office: tab
Conditions by clicking respectively the [Special conditions] and [New] buttons and enabling the "Customizing
amounts" checkbox.
If the user is granted authorization, he can checkmark the option and specify his own amounts and/or
quantities.
The right is denied the "Customizing amounts" checkbox is grayed out and the user cannot make any
modification.
Objective: Authorize or prohibit the deletion of an active quotation.
Access
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Quotation - Quotation
follow-up]
If authorization is granted, once the quotation record open, the user may delete the quotation via the [Delete]
button.
If the right is denied, the [Delete] button is not accessible and no quotation can be deleted.
Objective: Authorize or prohibit the validation of this step and consequently launch the order.
Access
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Quotation - Quotation go-
ahead]
If authorization is granted, the "Quotation go-ahead" option is available, allowing the user to launch the order.
If the right is denied, the "Quotation go-ahead" option is not accessible: the user cannot fulfill this step.
Objective: Authorize or not the user to validate or de-validate a session.
Access
Back Office: Objectives - Objectives - Session – button [Menu – Validation or Cancel validation].
If the user is granted authorization, the [Menu – Validation/Cancel validation] button is available allowing the
user to validate/de-validate the current session.
If the right is denied, the [Menu] button is available, but does not propose the Validation/Cancel validation
option, thus making this function inoperative.
Objective: Authorize or not the user to manages store goals
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Menu (26) - Concepts - Commercial management/Replenishment
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The concepts described below are linked to the Replenishment module in the Front Office. This module is used to optimize the transfers of goods and calculate, if need be, the
quantities missing in the warehouse.
Authorize the modification of quantities in purchase documents
Even if an order has been validated, the user can always modify the initial quantity, if need be.
Authorize the increase of quantities in purchase documents
Even if an order has been validated, the user can always modify the purchased quantity; but sometimes it will be necessary to control these purchases by freezing this purchase
quantity.
Authorize overrun of the maximum inventory in purchase documents
Entering a maximum inventory consists in specifying the quantity beyond which you do not want to increase the inventory of an item. The objective is to avoid inventory
surpluses and their associated costs. Therefore, it is sometimes necessary to block the purchase of items so as not to exceed the maximum inventory.
Creation of purchase documents
Purchase documents can be created based on a replenishment proposal.
Authorize the modification of quantities in transfers
Prerequisites
To see the company setting used to manage store goals, the Objectives and Budgets (P30412) module
must not be serialized (see Administration - Serialization - Activation of modules.)
Access
- Back Office: Sales - Retail sales - Store goals
- Front Office: Sales receipts - Sales - Store goals
If the right is granted, the store goals (also called daily objectives) screen can be launched in a standard
way (input is possible.) You can create or modify a goal in this screen. Buttons for creation, deletion and
duplication are available.
If the right is denied, the screen is in read-only mode. Creating or modifying a goal is not allowed.
Buttons are grayed out.
Objective: Authorize or prohibit the modification of the quantity specified in the purchase documents.
Access
Front Office: Management – Store replenishment – Order validation – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible and the user can correct the purchase
quantity.
If the right is denied, the "Modified qty" field is not accessible and the user cannot modify the quantity.
Objective: Authorize or prohibit the increase of the quantity specified in the purchase documents.
Access
Front Office: Management – Store replenishment – Order validation – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible and the user can correct and increase
the purchase quantity.
If the right is denied and the user tries to increase the purchase quantity, a message displays informing the user
that he is not authorized to increase the purchase quantities.
Objective: Authorize or prohibit any order beyond the quantity specified for the maximum inventory.
Prerequisites
The maximum inventory must have been calculated first in the Back Office: Inventory - Store
replenishment - Min. and max. inventory - Min. and max. inventory initialization. For further
information about the calculation of the minimum and maximum inventory, please refer to Min. and
Max. inventory.
Access
Front Office: Management – Store replenishment – Order validation – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible allowing the user to order a
quantity higher than the quantity displayed in the Maximum inventory field.
If the right is denied, the "Modified qty" field is still accessible, but the user cannot order a quantity
higher than the quantity displayed in the Maximum inventory field.
Objective: Authorize or prohibit the generation of this type of document.
Access
Back Office: Inventory - Store replenishment - Replenishment and distribution – button [Processing -
Generation of purchase documents].
If the user is granted authorization, he can create purchase documents via the [Processing - Generation of
purchase documents] button.
If the right is denied, and the user tries to generate a purchase document, a message will inform the user that he
is not authorized to perform this operation.
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Even if a transfer has been validated, the user can always modify the initial quantity, if need be.
Authorize the increase of quantities in transfers
Even if a transfer has been validated, the user can always modify the transferred quantity; but sometimes it will be necessary to control these transfers by freezing this
quantity.
Authorize overrun of the maximum inventory in transfers
Entering a maximum inventory consists in specifying the quantity beyond which you do not want to increase the inventory of an item. The objective is to avoid inventory
surpluses and their associated costs. Therefore, it is sometimes necessary to block the transfer of items so as not to exceed the maximum inventory.
Authorize inventory overrun of the sender store
Creating transfers
Transfers can be created based on a replenishment proposal.
Enter replenishment orders for consigned items within exclusive management
Objective: Authorize or prohibit the modification of the quantity specified in the transfer documents.
Access
Front Office: Management – Store replenishment – Validation of transfers – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible and the user can correct the transfer
quantity.
If the right is denied, the "Modified qty" field is not accessible and the user cannot modify the transfer
quantity.
Objective: Authorize or prohibit the modification of the quantity specified in the transfer documents.
Access
Front Office: Management – Store replenishment – Validation of transfers – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible and the user can correct and increase
the transfer quantity.
If the right is denied and the user tries to increase the transfer quantity, a message displays, informing the user
that he is not authorized to increase the transfer quantities.
Objective: Authorize or prohibit any transfer beyond the quantity specified for the maximum inventory.
Prerequisites
The maximum inventory must have been calculated first in the Back Office: module Inventory, menu
Store replenishment, command Min. and max. inventory/Min. and max. inventory initialization. For
further information about the calculation of the minimum and maximum inventory, please refer to Min.
and Max. inventory.
Access
Front Office: Management – Store replenishment – Validation of transfers – button [Open].
If the user is granted authorization, the "Modified qty" field is accessible allowing the user to transfer a
quantity higher than the quantity displayed in the Maximum inventory field.
If the right is denied, the "Modified qty" field is still accessible, but the user cannot order a quantity
higher than the quantity displayed in the Maximum inventory field.
Objective: Authorize or not the user to enter a quantity superior to the theoretical quantity available in the inventory of
the sender stock when changing manually the quantities in a transfer proposal calculated by the replenishment module.
Prerequisites
Replenishment proposal with transfer proposal to stores.
Access
Inventory - Store replenishment - Replenishment and distribution - Proposal modification screen.
The user can modify the quantity of the proposal, and the new quantity can be higher than the theoretical
inventory of the sender store.
The change in quantity is still possible, but only up to the amount available in the sender store.
Otherwise, a blocking message will prevent validation.
Objective: Authorize or prohibit the generation of this type of transfers.
Prerequisites
To use the Replenishment module, it must have been configured appropriately.
Access
Back Office: Inventory - Store replenishment - Replenishment and distribution – button
[Processing - Generation of transfers].
If the user is granted authorization, he can create transfers via the [Processing - Generation of transfers]
button.
If the right is denied, and the user tries to generate a transfer, a message will inform the user that he is not
authorized to perform this operation.
Objective: Objective: Authorize the entry of replenishment orders for consigned items, for a store handling these
items in exclusive mode
Prerequisites
Consigned items within exclusive management (refer to Consigned Item Management.)
Access
Front Office: Sales receipts - Management - Orders - Enter replenishment orders
The user can enter replenishment orders for consigned items.
A message simply specifies that the document created will be of type consigned.
If this access right is not granted, replenishment orders will not managed consigned items (default
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Menu (26) - Concepts - Commercial management
Currencies, Business operations, Data collections, Call-back lists,
Delivered/Picked up, Dataspread, and Cashbox
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Currencies
The concepts described below are linked to the management of currencies. For further information about this functionality and its settings, please refer to Currency
management.
Modifying currency exchange rates
Currency management requires defining the currencies that will be used for financial and business transactions performed in your store.
Access currency rates of all stock exchanges
Currencies are linked to stock exchanges that can be viewed.
Access currency exchange rates for cash inflows
Access management currency exchange rates
behavior). in this case, only non-consigned items will be integrated with the document.
The user cannot enter the replenishment orders with consigned items. Entering a consigned item code
triggers the display of a message prohibiting the entry of the item.
Objective: Authorize or prohibit the modification of the rate of the currencies handled in your store.
Access
Back Office: Settings - Management - Currencies - Currency rate.
Front Office: Settings - Registers - Currency rate.
If the user is granted authorization, the [New] button is available and allows the user to modify existent
exchange rates or to create new ones.
If the right is denied, no rate can be created or modified.
Objective: Authorize or not the user to view all stock exchanges not only the one linked to his store.
Prerequisites
The currency and the stock exchange are defined in the Store record in tab Contact information.
Access
Back Office: Settings - Management - Currencies - Currency rate.
Front Office: Settings - Registers - Currency rate.
If the user is granted authorization, the user can view all currencies of all stock exchanges, even those
that are not linked to his store.
If the right is denied, the user will see only the currencies and stock exchanges linked to his store.
Objective: Authorize or prohibit the access to exchange rates for cash inflows (rate type for payments as defined in the
company settings.)
Prerequisites
The rate type for payments is defined in the company settings via Accounting/Folder settings.
Access
Settings - Management - Currencies/Currency rate
If the user is granted authorization, he can view and enter rates for the rate type for payments defined in
the company settings. Buttons for the creation and the deletion of new rates are available.
The test button for the rates displays a screen where all rate types are present.
If the right is denied, the user can neither view, nor enter these rates. Buttons for the creation and the
deletion of new rates are hidden. The test button is hidden too.
Objective: Authorize or prohibit the access to exchange rates for management currencies (default ate type defined in
the company settings.)
Prerequisites
The default rate type is defined in the company settings via Accounting/Folder settings.
Access
Settings - Management - Currencies/Currency rate
If the user is granted authorization, he can view and enter rates for the default rate type defined in the
company settings. Buttons for the creation and the deletion of new rates are available.
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Management of business operations and data collections
The concepts described below are linked to the management of business operations and data collections.
For further information about this functionality and its settings, please refer to Business Operations and Data Collections.
Deletion of a business operation or data collection
The management of business operations is a module based on same principle as the management of mailings, except that it takes into account more events. Once created,
business operations and data collections may be deleted, if need be.
Search for customer while controlling invitations
Invitations allow you to invite customers to a special event (store opening, private sales, etc.). When the customers come to the store, their invitations are controlled based on
the options defined; these invitations can also be controlled via the customer search feature.
Management of call-back lists
Store managers may want to implement a customized customer management system with regular phone calls based on predefined criteria. Call-back lists enable you to group
customers according to certain criteria, in order to carry out and track these phone calls. The management of call-back lists must have been enabled in the Company settings
via Commercial management/CRM.
For further information about this functionality and its settings, please refer to Call-back Lists.
Automatically complete the stores of a call-back list
The setup of the call-back lists requires the configuration of the stores concerned. When a call-back list is assigned to a customer, and if the store of the customer does not
belong to the list of stores defined in the call-back list, a message displays allowing the user to complete the call-back list with the customer's store.
Set up call-back lists
Call-back lists are generally created by store managers as they do know their customers. However, call-back lists can also be managed by the Headquarters.
The test button for the rates displays a screen where all rate types are present.
If the right is denied, the user can neither view, nor enter rates for the default rate type defined in the
company settings (according to rights granted, he may view or enter rate types for payments.) Buttons for
the creation and the deletion of new rates are hidden.
The test button for the rates displays a screen where the new rates for management are hidden (only rate
types for payments are visible.)
Objective: Authorize or prohibit the deletion of a business operation or a data collection.
Prerequisites
The Management of business operations and data collections module must have been enabled in the
company settings via Commercial management/CRM.
This module is optional and must have been serialized first.
Access
Business operations and data collections can be deleted in the Back Office via Basic data - Customers -
Business operations or Collecting data, button [Delete].
Business operations can also be deleted in the Back Office via Basic data - Customers - Business
operations/Deletion of business operations.
If the user is granted authorization, he can delete the business operations and the data collections of his
choice.
If the right is denied, the "Deletion of business operations" option and the [Delete] button - available in
the Business operations and Data collections records - are both made inaccessible.
Objective: Authorize or prohibit the use of the customer search feature to control the invitations.
Access
Invitations can be controlled in the Front Office with the [Search for customer] button available in:
- Customers module, Customer management menu, Control of invitations command
- Sales Receipts module, Sales menu, Enter transaction command, button [Other actions - Business operations
- Control of invitations].
If the user is granted authorization, the user can use the [Search for customer] button to control invitations. He
is not obliged to scan the invitations.
If the right is denied the [Search for customer] button is hidden so that the user must control the invitations in
another way.
Objective: Authorize or not the user to complete the call-back list by adding new stores to the list.
Access
Call-back lists can be generated from the customer record, the customer dashboard, and from the entry of a
sales receipt.
If the user is granted authorization and if he adds a customer whose store is not referenced in the call-back list,
a message prompts the user to add this store to the stores defined in the call-back list.
If this right is denied, no option is proposed to complete the call-back list. Therefore, no new stores can be
added to the call-back list.
Objective: Authorize or not the user to manage his own call-back lists.
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Authorize tasks to be allocated to another person
Call-back lists are associated with a salesperson that can be modified or not.
Delivered/picked up
See Management of sales to deliver/pick-up.
Authorize the return of goods to the store
Ignore missing delivery of goods for a return
DataSpread
Modify import/export profiles
The Dataspread module allows an organization to use a so-called model database with customized settings. This model database can then be distributed in all the countries of
the organization so that all countries will use the same settings. Therefore, if a new module is implemented, you just have to export the new settings to all the databases.
Access
Call-back lists can be managed in:
- Front Office: Customers - Call-back lists - Settings/Use
- Back Office: Basic data - Customers - Call-back lists
If the user is granted authorization, he can create, use and update call-back lists.
If the right is denied, he can only view these lists.
Objective: Authorize or prohibit the modification of the salesperson assign to the call-back list.
Access
Tasks will be assigned in the "Characteristics in of the call-back list" record:
- Front Office: Customers - Call-back lists - Use
- Back Office: Basic data - Customers - Call-back lists - Use
If the user is granted authorization, he can modify the salesperson specified in the header of the record and in
the "Entry of a new action" section.
If the right is denied, the "Salesperson" fields cannot be modified, and the user cannot assign a task to another
salesperson.
Objective: Authorize the cashier to enter on the register a return of goods for the store, in the case the goods had been
picked up in the warehouse or delivered to the customer.
Prerequisites
- Support the Delivered/picked up feature in the store.
- Having entered a sale “to deliver” or “to pick up”; the customer must have been delivered or he must
have picked up the goods.
Access
Front Office: Sales receipts - Sales - Enter transaction - [Return line] button
The cashier can enter a return relating to goods from a Delivered/Picked up sales receipt. The multiple
selection criteria screen for return lines will display the receipts linked to goods delivered to the customer
or picked up in a warehouse.
The cashier cannot enter a return relating to goods from a Delivered/Picked up sales receipt. The
multiple selection criteria screen for return lines will not display the receipts linked to goods delivered to
the customer or picked up in a warehouse; only standard receipts will be visible.
In this case, the return must be done in the warehouse via the Follow-up of return notices:
- Front Office: Customers - Delivered/Picked up - Follow -up of return notices
- Back Office: Sales - Delivered/Picked up - Follow -up of return notices
Objective: Authorize the registration of a customer return if the merchandise has not been picked up or delivered to
the customer, in the case of good to deliver or pick up.
Prerequisites
- Support the Delivered/picked up feature in the store.
- Having entered a sale “to deliver” or “to pick up”; however the delivery or the pickup has been done
yet.
Access
Front Office: Sales receipts - Sales - Enter transaction - [Return line] button
The cashier can enter return lines in the Front Office, eve, if delivery has not been carried out. A message
prompts the user to confirm before proceeding with the return registration.
If the right is denied, the user cannot validate the return line in the Front Office if the goods have not
been delivered. A message the blocks the validation, and an elevation of privilege is required to
potentially continue entering returns with an administrator user account having higher privileges.
Objective: Authorize or not the user to create, modify or duplicate import/export profiles.
Access
Import/export profiles can be accessed in the Back Office: Administration - Company - Multi-environment
settings - Import/Export profiles.
If the user is granted authorization, he can create, modify or duplicate import/export profiles.
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Cashbox
Reassign a cashbox to a salesperson different from the original one
Menu (26) - Concepts - Commercial Management/Store Staff
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
This module handles any issue linked to the management of resources in the store, such the implementation of schedules or the control of the staff attendance The Store staff
module must have been acquired, serialized, and then enabled in the Company settings.
Access to sales representatives' contracts
The contracts of the sales representatives can be viewed from the Activity reporting or Enter schedule features.
Authorize the modification of schedules
The store staff module is used to schedule the resources of the store especially via the Schedule feature.
Apply forecasted hours on realized hours
Upon activity reporting, in order to ease the entry of hours, the user can apply forecasted hours on realized hours.
If the right is denied, the user can only viewed the import/export profiles.
Objective: In floating cashier mode (use of cashboxes) this option enables a cashbox to be reassigned to another
cashier. If this right is enabled, the cashier can close or interrupt a sales day, recover or open a sales day with the
cashbox of another person.
Prerequisites
You must have enabled the management of cashboxes and created cashboxes:
- For the folder (in the company settings)
- For the subsidiary if subsidiary management is supported (Back Office: Basic data - Stores -
Subsidiaries)
- For the store (Back Office: Basic data - Stores - Stores)
Access
Front Office: Sales receipts - Daily operations - Opening
Front Office: Sales receipts - Daily operations - Interruption
Front Office: Sales receipts - Daily operations - Recovery
Front Office: Sales receipts - Daily operations - Closing
The user is authorized to work with a cashbox that is not assigned to him. He can open or close a sales
day, interrupt or recover the use of a cashbox that is not assigned to him. These actions are then
performed without warning message, and the latest user of the cashbox is displayed on the screen.
If the right is denied, the user can work only with his own cashbox. When the user tries to open or close a
sales day, interrupt or recover the use of a cashbox with a cashbox that was not assigned to him, the
software will issue a message prohibiting to keep up with the current action.
Objective: Authorize or not the user to view this information.
Access
From the Enter schedule or Activity reporting features, click on the [Add employee] button to display the list
of salespeople. Select one of them and click on the [Show record] button; the employee's record opens and the
Contract tab displays the employee's contract characteristics.
If the user is granted authorization, he has access to the entire record and has free access to the Contract tab.
If the right is denied, the used can access the employee's record but the Contract tab has been made
inaccessible
Objective: Authorize or prohibit the creation of schedules for the staff members of one or more stores.
Access
Schedules are entered in the Back Office via module Store staff, menu Enter, command Schedule.
If the user is granted authorization, he can make changes on the schedules.
If the right is denied, the right-click on the schedule is not enabled; the user can neither modify nor create
timeslots.
Objective: Authorize or prohibit the use of assistance.
Access
In the Activity reporting feature, click on the [Apply automatically forecasted hours on realized hours]
button to recover the forecasted hours.
If the user is authorized, the [Apply automatically forecasted hours on realized hours] button is available to
pass the forecasted hours on realized hours
If the right is denied, the button is made inaccessible, forcing the user to enter the realized hours.
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Viewing the objective on the schedule
The user can configure the type of information to display on the schedule, such as store goals, comments, sales figures or attendance.
Viewing the sales figures on the schedule
The user can configure the type of information to display on the schedule, such as store goals, comments, sales figures or attendance.
Authorize modification of ranges after export
If need be, the schedules entered in Yourcegid Retail Y2 can be exported.
Print schedule
For practical reasons, the schedule can be printed.
Export schedule to Excel
For practical reasons, the schedule can be exported to Excel.
Modify time
In the store, the clock-in/clock-out management is used to handle the activity times of the salespeople. The manager of the store may sometimes force this control, for
Objective: Authorize or prohibit the display of the objective if the latter has been configured to be displayed on the
schedule.
Prerequisites
The store goals (objectives) must have been enabled in the Company settings via Commercial
management - Default settings.
Access
Objectives are set up in the Front Office: module Sales Receipts, menu Sales, command Store goals.
The setup for viewing objectives on the schedule in done in the Back Office: module Store staff, menu
Setting, command Templates (tab Analytical information of the schedule record).
The objective is viewed on the schedule in the Back Office via module Store staff, menu Enter,
command Schedule.
If authorization is granted, store goals will be displayed on the schedule.
If this right is denied, this information is not displayed.
Objective: Authorize or prohibit the display of the sales figures, if the latter have been configured to be displayed on
the schedule.
Access
The setup for viewing the sales figures on the schedule in done in the Back Office: module Store staff, menu
Setting, command Templates (tab Analytical information of the schedule record).
The sales figures are viewed on the schedule in the Back Office via module Store staff, menu Enter, command
Schedule.
If authorization is granted, the sales figures are displayed on the schedule.
If this right is denied, this information is not displayed.
Objective: Authorize or prohibit the modification of schedules after their export.
Access
Schedules are entered and/or modified in the Back Office via module Store staff, menu Enter, command
Schedule (right-click on the range).
Schedules are exported from the Back Office: module Data exchanges, menu Data export, command Export
schedules.
If the user is granted authorization, and once schedules have been exported, the user can modify them by right-
clicking on the range to modify.
If the right is denied, the right-click to modify the range is not operating.
Objective: Authorize or prohibit the printing of the schedule.
Access
Schedules are printed from the Back Office: module Store staff, menu Enter, command Schedule - button
[Print].
If the user is granted authorization, the user can use this button to print the schedule.
If the right is denied, and the user tries to print the schedule, a message will inform the user that he is not
authorized to perform this operation.
Objective: Authorize or prohibit the export of the schedule.
Access
Schedules are exported from the Back Office: module Store staff, menu Enter, command Schedule -
button [Excel].
If the user is granted authorization, the user can use the [Excel] button to export the schedule.
If the right is denied, and the user tries to export the schedule, a message will inform the user that he is not
authorized to perform this operation.
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example, if one of the staff members has forgotten to clock in or to clock out.
Initialization of passwords
Authorize the modification of schedules after approval
If need be, schedules may be subject to approval via the delivery of a visa.
Menu (107) - Sales receipts - Access rights - Enter transaction
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights listed hereafter are referring to features available from the Sales transaction entry screen in the Front Office.
Enter transaction
Discount greater than threshold no. 1/no. 2 /no. 3
Override the maximum/minimum of the mark-down reason
Objective: Authorize or not the user to force clock-in/clock-out operations.
Prerequisites
First of all the Clock-in/clock-out management must be enabled in the Company settings - HR
Optimisation, as well as in the Store record in the Store staff tab.
For further information about this functionality and its settings, please refer Timeclock for Salespeople.
Access
A clock-in/clock-out operation can be forced in the Front Office: module Sales receipts, menu
Timeclock, command Modify time.
If the user is granted authorization, he can use this function without restrictions.
If the right is denied, and the user tries to force a clock-in/clock-out operation, a message will inform the
user that he is not authorized to perform this operation.
Objective: Authorize or prohibit the creation of a password in the Employee record.
Attention! We are talking about the creation of a password and not about its change.
Prerequisites
The sales representative must not have had a password before.
Access
Employee record - button [Complementary data - Initialize password]. This gives access to the
Initialize password window.
If the user is granted authorization, the button described above enables the initialization of the
employee's password.
If the right is denied the "Initialize password" is not accessible and the password cannot be created.
Objective: Authorize or prohibit the modification of schedules after their approval via the visa.
Access
Visas are granted in the Back Office via module Store staff, menu Enter, command Visas.
Schedules are modified in the Back Office via module Store staff, menu Enter, command Schedule (right-click
on the range).
If the user is granted authorization, he can modify schedules via a right-click on the appropriate range, even if
a visa has been granted.
If the right is denied, the right-click on the range is inoperative and consequently the schedule cannot be
modified.
Objective: Authorize or prohibit discounts to be applied if they exceed the authorized threshold.
Prerequisites
Define the discount thresholds in the Back Office or in the Front Office.
- Back Office: Settings - Front Office - Register - tab Discount of the Register record.
- Front Office: Settings - Registers - Register - tab Discount of the Register record.
If the user is granted authorization, he can apply a discount greater than threshold defined.
If this right is denied and if the user tries to apply a discount exceeding the threshold defined, the process
will be subject to the entry of a password by an authorized user.
Objective: Authorize or prohibit discounts to be applied on marked down items with the possibility to override the
minimum/maximum defined discount.
Prerequisites
Define the mark-down reasons in the Back Office or in the Front Office.
Back Office: Settings - Front Office - Mark-down reasons
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Increase price
Upon Sales transaction entry, the user must sometimes increase the price of an item, for example if prices have been saved incorrectly and the concerned items have lower
prices on the register.
Enter a discount manually
Discount a line that already benefits from a price list discount
Change customer category
The customer category facilitates the entry on the cash register of a price list per customer category (i.e. staff, corporate committee, etc.).
Enter a return of receipt
Frequently, stores have to handle item returns from their customers.
Front Office: Settings - Registers - Mark-down reasons
For each mark-down reason, define in tab Characteristics - section Additions, a minimum and maximum
discount percentage.
If the user is granted authorization, he can apply a discount greater than the thresholds defined.
If this right is denied and if the user tries to apply a discount exceeding the threshold defined, the process
will be subject to the entry of a password by an authorized user.
Objective: Authorize or prohibit the increase in prices for an item or a receipt.
Prerequisites
- Back Office: Settings - Front Office - Register - tab Discount of the Register record.
- Front Office: Settings - Registers - Registers - tab Discount of the Register record.
If authorization is granted, the price increase can be applied at line level or receipt level.
Attention! If you do not want the price increase be shown on the receipt, do not forget to configure the
receipt template appropriately.
If the right is denied, and the user attempts to increase a price, either via the buttons of the task bar, of
the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit manual discounts to be applied.
Prerequisites
Grant authorization to enter discounts by enabling the "Enter discounts" checkbox option in the Back
Office or in the Front Office.
- Back Office: Settings - Front Office - Register - tab Discount of the Register record.
- Front Office: Settings - Registers - Registers - tab Discount of the Register record.
If the user is granted authorization, he may apply any discount at line or receipt level, in amount or
percentage.
If the right is denied, and the user attempts to grant a discount, either via the buttons of the task bar, of
the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a
password.
Objective: Authorize or not the user to apply a discount on an item that already benefits from a price list discount.
Prerequisites
Associate a promotional price list with one or more items. Therefore, an application period must have
been created, as well as a tax inclusive price list; the latter must have been associated with an item.
If the user is granted authorization, he may apply any additional discount for the item that already
benefits from a discounted price list.
If this right is denied, no additional discount can be granted. The fields linked to discount will not be
accessible. However, pay attention to the access right used to force a price which will override this
restriction.
Objective: Authorize or prohibit the modification of the customer's category to assign to him a specific price list.
Prerequisites
The Price lists and promotions module must have been acquired and enabled. For further information
about the management of price lists, please refer to Retail selling price lists.
Access
The category of a customer can be modified via the [Complementary data - Price lists] button in the task
bar. The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.
If the user is granted authorization, he can modify the category of a customer.
If the right is denied, and the user attempts to modify a customer's category, either via the buttons of the
task bar, of the touchpad, or via the keyboard, the action can be carried out only if an authorized user
enters a password. The [Complementary data - Price lists] button will be hidden. Please notice that the
"Show customer" access right overrides this restriction.
Objective: Authorize or not the user to perform returns on receipts without any specific control on the origin of the
sale. If you rather want to act on the access rights linked receipt returns with a control of the origin of the sale, please
refer to the "Enter a return line" access right.
If no specific setup is carried out, receipt returns are possible for the current day, and a credit note is
systematically issued for a return and handed over to the customer. However, settings for the returns can
be defined and refined in the Back Office and in the Front Office:
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Duplicate a receipt
In some cases it may be necessary to duplicate a receipt (no paper when the receipt was printed, for example.)
Enter a return line
Frequently, stores have to handle item returns from their customers.
Enter a return line without control
Override control for merchandise returns
Enter return of service
Delete a line
Prerequisites
- Back Office: Settings - Front Office - Register - tab Management of the Register record.
- Front Office: Settings - Registers - Registers - tab Management of the Register record.
These settings include the ability to control the returns and define the acceptance period of the returns.
Access
The return can be performed via the [Actions on lines - Return of receipts] button of the task bar.
If the user is granted authorization, he can make returns.
If the right is denied, and the user attempts to return a receipt, either via the buttons of the task bar, of the
touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the duplication of the receipt.
Access
By default, the "Duplication of a receipt" feature is available via the [Actions on lines] button in the task bar.
The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.
Any duplication of a receipt from the current day is authorized.
If the right is denied, and the user attempts to duplicate a receipt, either via the buttons of the task bar, of the
touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to perform returns of receipts with controlling the original sale.
Prerequisites
For further information about the settings to define, please refer to Management of returns.
Access
The return can be performed via the [Actions on lines - Return line] button of the task bar. The register
settings also enable the configuration of a keyboard shortcut or button on the touchpad.
If the user is granted authorization, he can enter a return line.
If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the
touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to perform returns of receipts without controlling the original sale.
Prerequisites
For further information about the settings to define, please refer to Management of returns.
Access
On the Sales transaction entry screen, once the item entered, the use of the [Actions on lines - Return line
without control] allows you to enter directly a negative line without further action.
If the user is granted authorization, he can directly enter a negative line.
If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the
touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to override the mandatory control of the original sale for a return.
Prerequisites
For further information about the settings to define, please refer to Management of returns.
Access
The return can be performed via the [Actions on lines - Return line] button of the task bar. For a return
with the control of the original sale, if none of the proposed lines corresponds to the item returned, the
mandatory control of the original sale can be bypassed.
If the user is granted authorization and he performs a return, the use of the [Close] button in the "List of
items sold" window opens a new window where information about the original sale can be entered
manually.
If the right is denied and the user performs a return, the [Close] button does not open the window for the
manual entry of the return information.
Objective: Authorize or prohibit the return of an item of type service
Prerequisites
The "Enter a return line" access right must be granted to authorize the return of a service.
The return of a service is authorized if the relevant right is granted and the prerequisite is met.
If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the
touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the deletion of a line in the current receipt.
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Delete the last line
Abort document
Sometimes a customer changes his mind during the Sales transaction and no longer wishes to continue the purchases, for example if the customer realizes that he has no
payment method.
Put/Recover receipt on hold
This functionality puts a receipt on hold to proceed with other Sales transactions and recover the pending receipt later to finalize the sale.
Change time on receipt
It may be sometimes necessary to change the time on the receipt; for example, if the headquarters enter the sales performed by corners in big department stores.
Change quantity
Manual entry of the weight
Authorize or not the user to enter /modify a weighted quantity in the case:
- The scale is out of order
Access
By default, the "Delete a line" feature is available via the [Actions on lines] button in the task bar. The register
settings also enable the configuration of a keyboard shortcut or button on the touchpad.
Any deletion of a line in the current receipt is authorized.
If the right is denied, and the user attempts to delete a line, either via the buttons of the task bar, of the
touchpad, or via he keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the deletion of the last line of the current receipt, in order to avoid any fraud such as
deleting all the lines of the receipt after it has been paid.
Prerequisites
The "Delete a line" access right must be granted to authorize this one.
If authorization is granted, the last line of the receipt can be deleted as any line in the receipt.
If the right is denied, and the user attempts to delete the last line, either via the buttons of the task bar, of
the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a
password.
Objective: Authorize or not the user to abort the sale in progress.
Access
By default the current receipt can be aborted via the [Escape] key.
Any transaction in progress can be aborted at any time.
If the right is denied, and the user attempts to abort the current receipt, either via the buttons of the task bar, of
the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.
Objective: Authorize or not a user to put a receipt on hold.
Prerequisites
To be able to handle receipts on hold, checkmark the "Receipt on hold" option:
- Back Office: Settings - Front Office - Register - tab Preferences of the Register record.
- Front Office: Settings - Registers - Registers - tab Preferences of the Register record.
Access
A receipt is put on hold via the [Other actions - Put a receipt on hold] button of the task bar. A receipt on
hold is recovered via the [Recover a receipt on hold] button available in the task bar.
Any receipt can be put on hold and/or recovered if the appropriate setting to handle pending receipts has
been enabled in the register settings.
If the right is denied, and the user attempts to put a receipt on hold or recover it, either via the buttons of
the task bar, of the touchpad, or via the keyboard, the action can be carried out only if an authorized user
enters a password. Please notice: If this right is denied, the user is not authorized to abort a sale in
progress. In this case too, he must refer to an authorized user.
Objective: Authorize or prohibit the modification of time in the current receipt.
Access
By default, the "Change time on receipt" feature is available via the [Additional actions] button in the task bar.
The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.
If authorization is granted, the time on the current receipt can be changed.
If the right is denied, no time modification is possible, via the buttons of the task bar, of the touchpad, nor via
the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the modification of the purchase quantity of an item.
Access
By default, the user can modify the quantity of a line if he positions the cursor on the "Qty" field on the
transaction entry screen.
If authorization is granted, any modification of the quantity is possible.
If the right is denied, no modification of the quantity is possible,via the buttons of the task bar, of the touchpad,
or via the keyboard. In this case, the user has to scan the item as many times as it is bought.
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- The weighing of an item with a variable weight is being abandoned
Only manual weighing is covered by this procedure. Weighing performed by the scale cannot be changed (in this case, delete the sale line and perform a new weighing.)
Change markdown code
Change cashier
Change salesperson
Show salesperson
Search for an item
Show item
Show price list
Objective: Authorize or prohibit the modification of the selected mark-down code.
Prerequisites
Tick the "Enter mark-down" option in the Back Office or in the Front Office.
- Back Office: Settings - Front Office - Register - tab Discount of the Register record.
- Front Office: Settings - Registers - Registers - tab Discount of the Register record.
If authorization is granted, the selected mark-down code can be modified for the current sales receipt.
If the right is denied, no modification of the selected mark-down code is possible, via the buttons of the
task bar, of the touchpad, or via the keyboard. The "Mark-down" field becomes inaccessible.
Objective: Authorize or prohibit the modification of the selected cashier.
Prerequisites
Enable the cashier management in:
- Company settings: Commercial Management - Front Office: tick the "Cashier management" checkbox.
- Store record - tab Third-party: Tick he "Cashier management" checkbox.
- Employee record - tab Identity: Tick the "Cashier" checkbox.
If authorization is granted, the selected cashier can be changed for the current receipt.
If the right is denied, no change of the cashier is possible, via the buttons of the task bar, of the touchpad,
or via the keyboard. The action can be carried out only if an authorized user enters a password. Please
notice that this limitation can be overridden if the receipt is aborted.
Objective: Authorize or prohibit the modification of the salesperson at receipt level and/or line level.
Access
By default, it is possible to change the salesperson via the [...] button in the Sales representative field.
If authorization is granted, the selected salesperson can be changed, either at line or receipt level.
If the right is denied, no change of the salesperson is possible, via the buttons of the task bar, of the touchpad,
or via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the viewing of a salesperson's record.
Access
By default, the "Show salesperson" feature is available via the [...] button of the Salesperson field and clicking
on the [Zoom] button.
If authorization is granted, the salesperson's record can be viewed.
If the right is denied, the record cannot be viewed, via the buttons of the task bar, of the touchpad, or via the
keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the search for an item by means other than scanning.
Access
By default, this feature is available via the [...] button of the Sales transaction entry screen.
If authorization is granted, the search for an item feature is enabled.
If the right is denied, only scanning the item is authorized. No other item search is possible, except searching
the item by picture, if this feature is authorized. The search can be performed only if an authorized user enters
a password.
Objective: Authorize or prohibit the viewing of the item record.
Access
By default, the "Show item" feature is available via the [Zoom menu] button in the task bar.
If authorization is granted, the viewing of the item record is enabled.
If the right is denied, viewing the record is not possible, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
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Show inventory for item
Inventory query
Show currency
Header/Footer comment
For every document type, the user can set up a header or footer comment that will be inserted into the current document on the user's request.
Additional header / line information
Modify taxes
Objective: Authorize or prohibit the viewing of the item price list
Access
By default, this feature is available via the [Zoom menu] button in the task bar.
If authorization is granted, the viewing of the item price list is enabled.
If the right is denied, viewing the price list is not possible, using the buttons of the task bar, of the touchpad, or
using the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to view the inventory of an item.
Access
By default, this feature is available from the [Zoom menu] button in the task bar, and [Other actions / Item
flash (inventory)] in the task bar.
If authorization is granted, the viewing of the item inventory is enabled.
If the right is denied, the user cannot view the item inventory, using the buttons of the task bar, of the
touchpad, or the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the viewing of the inventory of items.
Access
By default, the "Inventory query" feature is available via the [Other actions] button in the task bar.
If authorization is granted, the inventory can be viewed.
If the right is denied, the user cannot view the inventory, either via the buttons of the task bar, of the touchpad,
or via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the display of the currency properties of the payment method.
Access
This feature is available from the [Zoom menu/Show currency] button available on the payment entry screen.
If authorization is granted, the user can view the currency of the payment method using the [Zoom menu/Show
currency] button.
If the right is denied the Show currency option is grayed out.
Objective: Authorize or prohibit the insertion of this comment into the current receipt.
Prerequisites
To be able to use this feature, the user must set up the comments first in the Back Office or Front Office,
and then reconnect:
- Settings – Documents – Comments – Header/Footer: Enter the comment that will be inserted into the
header or footer of the receipt.
- Settings – Documents –Types – FFO type:
- Tab General: select "Notes at beginning and end of document" for the "Start and end texts"
selection field.
- Tab Layout: the Comments section allows the user to select the comment entered at the first
step.
Access
By default, this feature is available via the [Actions on lines - Comments] button in the task bar. The
register settings also enable the configuration of a keyboard shortcut or button on the touchpad.
If the user is granted authorization, he can insert a comment onto the current receipt.
If the right is denied, no comment can be inserted, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the viewing and modification of additional information for the header and/or the line.
Access
By default, the "Additional line/header information" feature is available via the [Additional actions] in the task
bar.
If the user is granted authorization, he can view and modify additional information on header or line of the
current receipt.
If the right is denied, this additional information cannot be viewed or modified, via the buttons of the task bar,
of the touchpad, or via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the modification of taxes for the line or the current receipt.
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Implement an export sale/Implement a net export sale
An export sale is a document for which the various lines are exempt of taxes. For more information on this feature, please refer to Export sales.
Process as a bill
For further information, please refer to Fiscal references.
Change warehouse for line
Reprint last receipt
Choose printing template
Open register drawer
Reprint vouchers from last receipt
Override the non deletion of receipts paid in cash
Access
By default, it is possible to modify taxes via the [Actions on taxation / options Document taxation or Taxation
for line] button.
If the user is granted authorization, he can use this button to modify the taxes on the document and/or the line.
If the right is denied, no changes on taxes can be made, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to switch the current receipt to an export receipt.
Access
By default, the “Export sale” and “Net export sale” features are available using the [Actions on taxation]
button in the Front Office, and the [Additional actions/taxes] in the Back Office.
If the user is granted authorization, the user can use this button to perform an export sale.
If the right is denied, and the user tries to use this button, a message will inform the user that he is not
authorized to perform this operation. To proceed with this operation, a password from an authorized user must
be entered.
Objective: Authorize or prohibit the query or change of this warehouse by the user.
Access
By default, the "Warehouse for line" feature is available via the [Additional actions] button in the task bar.
If the user is granted authorization, he can view and or change the sales warehouse associated with the current
line.
If the right is denied, no access to the warehouse associated with the current line is possible, via the buttons of
the task bar, of the touchpad, or via the keyboard. The action can be carried out only if an authorized user
enters a password.
Objective: Authorize or not the user to reprint the last receipt recorded. This is useful if the printer is out of paper and
cannot print the current receipt.
Access
By default, the "Reprint last receipt" feature is available via the [Additional actions] button in the task bar.
If authorization is granted, the last receipt can be reprinted.
If the right is denied, the user cannot reprint the last receipt, via the buttons of the task bar, of the touchpad, or
via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the selection of a printing template for the current receipt.
Access
By default, this feature is available via the [Actions on customers] button in the task bar.
If the user is granted authorization, he can change the default printing template for the current receipt.
If the right is denied, no printing template can be changed, via the buttons of the task bar, of the touchpad, or
via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the opening of the cash register drawer without any transaction.
Access
This functionality must have been configured first in the register settings via the [Configure touch screen and
keyboard].
If authorization is granted, the user can open the drawer at any time. Please notice that an option in the register
settings enables the drawer openings to be tracked.
If the right is denied, the user cannot open the drawer, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to reprint the latest recorded voucher (gift certificate, credit note, loyalty
certificate.)
Access
By default, the "Reprint vouchers" feature is available via the [Other actions] button in the task bar.
If authorization is granted, the user can reprint the latest voucher recorded on the register.
If the right is denied, the user cannot reprint the voucher, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
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Manual entry of boarding pass
For further information, please refer to Airport sales.
Force fiscal reference
It is possible to use the reference of the printed form (for example rather than the fiscal reference associated with the receipt. For further information about the management of
fiscal references, please refer to Fiscal references.
Modify counter of fiscal reference
For further information about the management of fiscal references, please refer to Fiscal references.
Override the entry of return information
For further information, please refer to Management of returns in the Front Office.
Force price
Assign a receipt to a customer
Menu (107) - Sales receipts - Access rights - Enter payments
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights listed hereafter are referring to features available for the entry of payments from the Sales receipt entry screen in the Front Office.
Objective: Authorize or not the user to override the prohibition to delete the receipts paid in cash.
Prerequisites
Authorize the cancellation of the receipts paid in cash by enabling the "Cancel cash receipts" checkbox
in:
- Back Office: Settings - Front Office - Register - tab Management of the Register record.
- Front Office: Settings - Registers - Registers - tab Management of the Register record.
If the user is granted authorization, he can delete the receipts paid in cash, but only if the option has been
set appropriately.
If the right is denied, the user cannot override the prohibition to delete the receipts paid in cash, via the
buttons of the task bar, of the touchpad, or via the keyboard. The action can be carried out only if an
authorized user enters a password.
Objective: Authorize or not the user to force a fiscal reference.
Access
By default, this feature is available via the [Actions on taxation/Fiscal references] button in the task bar.
If the user is granted authorization, he can force the fiscal reference of the current receipt. This operation is
logged to the event log
If the right is denied, the fiscal reference cannot be forced, via the buttons of the task bar, of the touchpad, or
via the keyboard. Even an authorized user will not be able to override this prohibition.
Objective: Authorize or not the user to open the counter associated with the fiscal reference to be able to change the
starting number.
Access
By default, this feature is available via the [Actions on taxation/Fiscal references] button in the task bar.
If authorization is granted, the counter for the fiscal reference of the current receipt can be changed.
If the right is denied, the fiscal reference counter cannot be changed, via the buttons of the task bar, of the
touchpad, or via the keyboard. Even an authorized user will not be able to override this prohibition.
Objective: Authorize or prohibit the modification of the price of an item without having this change appear on the
sales receipt.
Prerequisites
This feature must have been configured first in the register settings via the [Configure touch screen and
keyboard].
If authorization is granted, the user can force the price of an item.
If the right is denied, the price cannot be forced, via the buttons of the task bar, of the touchpad, or via
the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the modification of the customer on a sales receipt if this customer is not a fictitious
third-party. Does not apply if a sales transaction is created.
Access
Front Office: Sales receipts - Sales - Assign customer
If the user is granted authorization, he can change the customer on a sales receipt if the customer is not
fictitious.
If the right is denied, the user cannot change the customer. Of the sales receipt.
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Enter payments
Global discount on receipt
Authorize reimbursements superior to threshold 1/threshold 2
An operation such as the return of an item sometimes triggers the reimbursement of the item to the customer. Yourcegid Retail Y2 enables you to set the limits of these
reimbursements with threshold 1 and threshold 2.
Close installment line
Launch special operation on EPT
This access right is used to grant access to some operations of the CPOS driver for the EFT feature. It is the CPOS driver that determines the critical actions for which access
may be restricted.
Refund a card different from that used for the sale
For further information, please refer to Management of returns in the Front Office.
Close an outstanding payment
Reimburse a customer with a negative balance
For further information, please refer to Calculating customer balances.
Authorize the search for certificate numbers at the register
This access right is enabled by default, and authorizes the search for gift certificate numbers at the cash register in order to use them. If disabled, it secures the use of these
certificates by requiring the entry of the certificate number without the possibility to use another certificate (refer to “Secure the use of gift certificates at the cash register”.)
Menu (107) - Sales receipts - Access rights - Register operations
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights listed hereafter are referring to "financial-type items available from the sales transaction entry screen in the Front Office. These are register operations and
not payment methods used to pay a sale.
Example:
When we talk about gift certificates, we are referring to the register operation that enables the issuance of a gift certificate and not to the payment used to pay a sale.
Objective: Authorize or prohibit global discounts be granted on a receipt.
Access
The [Global discount on receipt] button, on the sales transaction entry screen allows the user to grant an
overall discount for the receipt.
If authorization is granted, the user can grant is global discount.
If the right is denied, and the user tries to use this button, a message will inform the user that he is not
authorized to perform this operation. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or not the user to override the reimbursement thresholds.
Prerequisites
For each payment method selected, you must define the maximum amount reimbursable. This setting
must be enabled in the Back Office, via module Settings, menu Management, command Payment
methods - tab Front Office.
If authorization is granted, the user can ignore the maximum reimbursable defined.
If the right is denied, the user cannot reimburse the customer with an amount higher than the amount
specified in the settings of the payment method. The action can be carried out only if an authorized user
enters a password.
Objective: Authorize or prohibit the change in amount of the payment line on which the cursor is positioned to replace
it with the balance to pay of the sales receipt.
Access
Via the [Close on line] button, available on the Payment entry screen during a sales transaction.
Possibility to close the payment on the line selected via the [Close on line] button.
If the right is denied, the button is grayed out.
Objective: Authorize or not a user make a gift certificate unusable.
Access
Front Office: Sales receipts - Sales - Outstanding balances - button [Additional actions], option Close
payment.
If the user is granted authorization, he can use the Close payment option and make the gift certificate
unusable.
If the right is denied, the Close payment option is grayed out.
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Payment methods will be described the chapter Access rights - Payment methods.
Register operations
Acquisition of gift certificate
Acquisition of loyalty gift certificate
Acquisition of gift card
Collecting deferred check
Collecting credit
Misc. input
Cash float
Objective: Authorize or prohibit the sale of an item of type "Gift certificate".
Prerequisites
Create a register operation of type "Gift certificate acquisition" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, the sale of the gift certificate is possible.
If the right is denied, no gift certificate can be sold, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the sale of an item of type "Loyalty gift certificate".
Prerequisites
Create a register operation of type "Acquisition of loyalty gift certificate" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, the sale of the loyalty gift certificate is possible.
If the right is denied, no loyalty gift certificate can be sold, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the sale of an item of type "Gift card".
Prerequisites
Create a register operation of type "Acquisition of gift card" in the Back Office: Settings - Management -
Register operations.
If authorization is granted, the sale of the gift card is possible.
If the right is denied, no gift card can be sold, neither via the buttons of the task bar, of the touchpad, nor
via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or prohibit the collection of a deferred check, not linked to a sale.
Prerequisites
Create a register operation of type "Collecting deferred check" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, a deferred check can be collected independently from any sale.
If the right is denied, the deferred check cannot be collected, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the collection of a customer credit.
Prerequisites
Create a register operation of type "Collecting credit" in the Back Office: Settings - Management -
Register operations.
If authorization is granted, a customer credit can be collected.
If the right is denied, the customer credit cannot be collected, neither via the buttons of the task bar, of
the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit a register input.
Prerequisites
Create a register operation of type "Miscellaneous input" in the Back Office: Settings - Management -
Register operations.
If authorization is granted, a register input can be made.
If the right is denied, no register input is possible, neither via the buttons of the task bar, of the touchpad,
nor via the keyboard. The action can be carried out only if an authorized user enters a password.
Objective: Authorize or not the user to perform a register operation of type "Cash float".
Prerequisites
Create a register operation of type "Cash float" in the Back Office: Settings - Management - Register
operations.
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Withdrawal
Deposit reimbursement
Credit note reimbursement
Gift certificate reimbursement
Reimbursement of a gift card
Miscellaneous output
Deposit payment
If the user is granted authorization, he can perform a register operation of type "Cash float".
If the right is denied, no register operation of type "Cash float" is possible, neither via the buttons of the
task bar, of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user
enters a password.
Objective: Authorize or prohibit register withdrawal in order to secure cash.
Prerequisites
Create a register operation of type "Withdrawal" in the Back Office: Settings - Management - Register
operations.
If authorization is granted, a register withdrawal can be made.
If the right is denied, no register withdrawal is possible, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the reimbursement of already paid deposits.
Prerequisites
Create a register operation of type "Deposit reimbursement" in the Back Office: Settings - Management -
Register operations.
If authorization is granted, a reimbursement of deposits can be made.
If the right is denied, no deposit reimbursement can be made, neither via the buttons of the task bar, of
the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the reimbursement of a credit note to a customer.
Prerequisites
Create a register operation of type "Credit note reimbursement" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, a reimbursement of the credit note can be made.
If the right is denied, no credit note reimbursement can be made, neither via the buttons of the task bar,
of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit the reimbursement of a gift certificate to a customer.
Prerequisites
Create a register operation of type "Gift certificate reimbursement" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, a reimbursement of the gift certificate can be made.
If the right is denied, no gift certificate reimbursement can be made, neither via the buttons of the task
bar, of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters
a password.
Objective: Authorize or prohibit the reimbursement of a gift card to a customer.
Prerequisites
Create a register operation of type "Reimbursement of gift card" in the Back Office: Settings -
Management - Register operations.
If authorization is granted, a reimbursement of the gift card can be made.
If the right is denied, no gift card reimbursement can be made, neither via the buttons of the task bar, of
the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or prohibit a register output.
Prerequisites
Create a register operation of type "Miscellaneous output" in the Back Office: Settings - Management -
Register operations.
Access
Sales transaction entry screen in the Front Office: enter the financial item corresponding to the register
output.
If authorization is granted, a register output can be made.
If the right is denied, no register output is possible, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
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Menu (107) - Sales receipts - Access Rights - Payment Methods
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights listed hereafter are referring to payment methods available for the payment of a sales transaction from the Sales transaction entry screen in the Front Office,
such as: Cash, Credit note, Check, Deferred check, Bank card, Already paid deposits, Balance due amount, Gift certificate, Gift card, Loyalty payment, Withdrawal, and Other
payment method.
Payment methods
Menu (107) - Sales receipts - Access rights - Daily Opening/Closing
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The access rights listed hereafter are referring to features available in the various steps of daily opening and closing operations in the Front Office, module Sales receipts,
menu Daily operations.
Daily opening/closing
Change opening date
Open several days on the same date
Enter documents if the day does not match system date
Objective: Authorize or prohibit the entry of a deposit payment.
Prerequisites
Create a register operation of type "Deposit payment" in the Back Office: Settings - Management -
Register operations.
Access
Sales transaction entry screen in the Front Office: enter the financial item corresponding to the deposit
payment.
If authorization is granted, the deposit payment can be made.
If the right is denied, no deposit payment can be made, neither via the buttons of the task bar, of the
touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize or not the user to use one or more of these payment methods.
Prerequisites
These payment methods must have been created in the Back Office: Settings - Management - Payment
methods.
If authorization is granted, the payment method can then be used to pay a sale.
If the right is denied, the payment method cannot be used to pay a sale. The action can be carried out
only if an authorized user enters a password.
Objective: Authorize or prohibit the modification of the opening date of the register.
Access
By default, the opening date can be changed on the 1
st
opening screen of the register.
If the user is granted authorization, he can specify the opening date he wants.
If this right is denied and if the user tries to change the opening date, the process will be subject to the entry of
a password by an authorized user.
Objective: Authorize or prohibit the opening of a day at a date already opened.
Access
By default, the opening date of the register is specified on the 1
st
opening screen of the register.
If authorization is granted, the cashier van open the register on a date on which the register was already
opened.
If this right is denied and if the cashier tries to open the register on a date on which the register was already
opened, the process will be subject to the entry of a password by an authorized user.
Objective: Authorize or prohibit the entry of documents on a date different from the system date.
Access
From all features allowing the entry of documents, including sales receipt.
If the user is granted authorization, he can documents on the date of his choice, even if that date is different
from the system date.
If this right is denied and if the user tries to enter a document on a date different from the system date, the
process will be subject to the entry of a password by an authorized user.
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Open at a date later than the system date
Modify additional closing actions
Show detail of receipts in register control
Keep the amounts entered in the register control
Accept a discrepancy in register control
Show positive (gains) or negative (losses) register discrepancies
Objective: Open a sales day prior to the current date in order to make up an input delay, for example. Open the day aft
the following date or on any date after the current date
Prerequisites
Currently, if the appropriate access right “Change the opening date” is granted, a sales day can be opened
on an earlier day in order to process any input delays.
The access right “Open on a date later than the system date” grants the salesperson authorization to open
the day on the day after or on any date after the current date.
Access
Front Office: Sales receipts - Daily operations - Opening
When opening the day, if the date entered is after the current date, a message displays prompting the user
to confirm the opening on that date. If so, the process continues with that date and a trace is logged to the
event log. Otherwise, a new date must be entered.
When entering a date after the current date, a message alerts the user that this operation is not possible,
and prompts the user to carry an elevation of privilege so that a manager can perform this operation
instead. If so the system asks to authenticate with another account to proceed with the opening of the
sales day. Otherwise, a new date must be entered.
Objective: Authorize or prohibit, at daily closing, that the user changes the choice of additional actions to perform
such as printing the Z receipt, the cash float receipt, etc.
Access
The "Additional actions" screen is the very last screen displayed when the user closes the sales day.
If authorization is granted, the cashier performing the closure can select and checkmark additional actions he
wants to perform.
If the right is denied, the "Additional actions" screen is grayed out, and the cashier has to perform the actions
selected by default. Even an authorized user will not be able to override this restriction.
Objective: Authorize or prohibit the display of the day's receipts when controlling the register.
Access
By default, during a register control, the [Show receipt] button enables the user to view each of the receipts
entered this day.
If authorization is granted, the cashier performing the closure can view each of the receipts by clicking on
[Show receipt] button.
If the right is denied, the [Show receipt] button is grayed out, and the cashier cannot view the detail on the
day's receipts.
Objective: Grant or not the right to keep the data entered and process them later, in the case where the cashier is
prompted to leave temporarily the register closing after having entered the details of the amounts of the day.
Access
By default, when the cashier leaves the register control whereas he has already entered the detail of the
collected amounts, the following message will be displayed: "Do you want to keep the amounts entered in the
register control?"
If authorization is granted, and if the cashier wants to keep the recorded amounts, he will answer YES to this
default message.
If the right is denied, and the cashier leaves the register control with the amounts already entered, the message
that displays will allow only an authorized user to ignore this restriction by entering this name and password.
Objective: Authorize or not the user to force a register discrepancy.
Access
Front Office: Sales receipts - Daily operations - Closing
If authorization is granted, the cashier can validate discrepancies without justification.
If this right is denied and if the user tries to validate a register discrepancy, the process will be subject to the
entry of a password by an authorized user.
Objective: When closing the sales day and counting the contents of the cash register, these access rights enable the
user to view the discrepancies between the theoretical amount of the register and the amount counted by the cashier.
According to the right(s) granted, only positive or negative discrepancies are displayed.
Access
Sales receipts - Daily operations - Closing
- The user is granted authorization for positive discrepancies: if the counted amount is higher than the
theoretical amount of the register, the discrepancy amount will be displayed in the summary screen.
- The user is granted authorization for negative discrepancies: if the counted amount is lower than the
theoretical amount of the register, the discrepancy amount will be displayed in the summary screen.
- The user is not granted authorization for positive discrepancies: the amount will not be displayed in the
summary screen.
- The user is not granted authorization for positive discrepancies: the amount will not be displayed in the
summary screen.
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Menu (107) - Sales receipts - Access rights - Safe
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The access rights listed hereafter are referring to features available via the safe management or the certain steps of the daily closing. To be able to use these features, the safe
management must have been enabled first in the Back Office or Front Office.
- Back Office: Settings - Front Office - Register - tab Cash float of the Register record.
- Front Office: Settings - Registers - Register - tab Cash float of the Register record.
For further information, please refer to Managing the Safe.
Safe input during the day
Cancel mandatory safe input
Authorize exiting the bank remittance at the end of the day
Change the amount when making a bank remittance
For payment methods of type cash, the total or partial amount of the cash collected can be remitted to the bank.
Modify selected payment during bank remittance
The bank remittance procedure requires that the payment methods concerned by the bank remittance are preselected.
Objective: Authorize or not the user to secure the cash collected during the day and transfer it to the safe without
waiting for a daily closing.
Access
Once the safe management enabled, it will be available via the [Other actions] button in the task bar.
If authorization is granted, the user can transfer cash to the safe at any time.
If this right is denied and if the user tries to transfer cash to the safe, the process will be subject to the entry of
a password by an authorized user.
Objective: Authorize or not the user to ignore the mandatory safe input.
Access
Once the safe management enabled, and if the amount available in the register is superior to the amount
defined in the payment methods, a message displays automatically and prompts the user to transfer money to
the safe.
If authorization is granted, the user may ignore the safe remittance.
If the right is denied, the user is obliged to make a safe remittance. If he does not want to make this operation,
he must refer to an authorized user to proceed.
Objective: Authorize or not the user to exit some screens of the bank remittance without performing the remittance.
The following screens are concerned:
- Validation of the slip
- Changing the amount of cash for bank remittance
- Bank remittance
Access
Once the safe management enabled, the feature is available in Sales receipts - Daily operations -Safe - Bank
remittance.
If authorization is granted, the user can quit the bank remittance procedure without achieving the process.
If the right is denied, the user cannot quit the bank remittance procedure as long as the remittance has not been
validated.
Objective: Authorize or prohibit the modification of this amount by the user.
Access
Once the safe management enabled, the feature is available in Sales receipts - Daily operations - Safe - Bank
remittance.
If authorization is granted, the user can change the cash amount to remit to the bank.
If the right is denied, the screen allowing the amount to be changed will not be displayed. Even an authorized
user will not be able to override this prohibition.
Objective: Authorize or prohibit the modification of this automatic preselection.
Access
Once the safe management enabled, the feature is available in Sales receipts - Daily operations - Safe - Bank
remittance. Additional settings can be defined for the preselection and or modification of payment methods
concerned by the safe management in the register settings.
- Back Office: Settings - Front Office - Register - tab Cash float of the Register record.
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Management of the safe cash float
Menu (107) - Sales receipts - Access rights - Customer services
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The access rights listed hereafter are referring to customer orders and reservations available from sales receipt entry screen in the Front Office via the [Customer services] in
the task bar. To be able to use these features, the customer orders and reservations must have been enabled first in the Back Office or Front Office.
- Back Office: Settings - Front Office - Register - tab Services of the Register record.
- Front Office: Settings - Registers - Register - tab Services of the Register record.
For further information about the management of customer orders and reservations, please refer to:
- Customer orders
- Customer reservations
Create a customer order
Warning! This access right is completely independent from the "Enter customer orders" right in Menu (109)—Customers.
Search for an available order
Authorize an order available in another store
- Front Office: Settings - Registers - Register - tab Cash float of the Register record.
If authorization is granted, the user can change the selection of the payment methods.
If this right is denied and if the user tries to change the selection of the payment methods, the process will be
subject to the entry of a password by an authorized user.
Objective: Authorize operations on safe cash float (Add/Withdraw payments)
Prerequisites
Manage safe remittance.
Access
Front Office: Sales receipts - Daily operations - Safe/Query
Front Office: Sales receipts - Sales - Enter transaction/button Other actions
- Supply safe cash float
- Adjust safe cash float
The user can modify the safe cash float:
- Query of the safe: Buttons for adjusting or exchanging cash in the safe are available.
- Enter sales transaction: Supply and adjustment features are available for safe cash float.
The user cannot make any change to the safe cash float:
- Query of the safe: Buttons for adjusting or exchanging cash in the safe are available, but actions are
subject to elevation of privilege to continue the input with the account of an administrator user with
greater rights.
- Enter sales transaction: Supply and adjustment features are available, but require elevation of
privilege.
Objective: Authorize or prohibit the entry of a customer order on the Sales receipt entry screen via the [Customer
services button] in the task bar.
Access
The [Customer services] button enables the creation of a customer order from the Sales receipt entry screen in
the Front Office.
If the user is granted authorization, he can enter a customer order.
If this right is denied and if the user tries to enter a customer order, the process will be subject to the entry of a
password by an authorized user.
Objective: Authorize or prohibit the search for an available order for a customer in the Sales transaction entry screen
via the [Customer services button] in the task bar.
Access
The [Customer services] button enables the search for an available customer order from the Sales transaction
entry screen in the Front Office.
If the user is granted authorization, he can search for an available order for a customer.
If this right is denied and the user wants to search for a customer order, the process will be subject to the entry
of a password by an authorized user.
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Create a customer reservation
Warning! This access right is completely independent from the "Enter customer reservations" right in Menu (109)—Customers.
Search for a customer reservation
Change the salesperson of a document line
Change the salesperson of a return line
Menu (107) -Sales receipts - Access rights - Gift lists
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Objective: In the case of goods ordered by the customer and picked up later in the store, this access right authorizes
the user to view the orders placed in another store in order to pick them up.
Example:
A customer places an order in the store downtown. In addition, if the store in the business district of the city
has this access right enabled, the customer can pick up his order in this store without having to return to the
store downtown.
Access
Front Office: Sales receipts - Sales - Enter transaction - button [Customer services] - option Customer
orders/Search for an available order.
The user can view and pick up the available orders of other stores accessible to the user (stores defined as
accessible in restriction “Sales query”.) On the multi-criteria screen, the store field is accessible, and
initialized with default value All; this value can be changed. If the customer picks up an order placed in
another store, a trace is added to:
- The notepad of the order header
- The event log for tracking purposes.
The user can view and pick up only the orders available in his store. On the multi-criteria screen, the store
field is grayed out, and initialized with the current store.
Objective: Authorize or prohibit the entry of a customer reservation on the Sales transaction entry screen via the
[Customer services button] in the task bar.
Access
The [Customer services] button enables the creation of a customer reservation from the Sales transaction entry
screen in the Front Office.
If the user is granted authorization, he can enter a customer reservation from the sales transaction entry screen.
If this right is denied and if the user tries to enter a customer reservation, the process will be subject to the
entry of a password by an authorized user.
Objective: Authorize or prohibit the search for a customer reservation on the Sales transaction entry screen via the
[Customer services button] in the task bar.
Access
The [Customer services] button enables the search for a customer reservation from the Sales transaction screen
in the Front Office.
If the user is granted authorization, he can search for a customer reservation via the [Customer services]
button.
If this right is denied and the user wants to search for a customer reservation, the process will be subject to the
entry of a password by an authorized user.
Objective: There is a setting in Yourcegid Retail Y2 used to save a sales receipt recovering the salesperson code from
the previous document. For example, salesperson A records a sales transaction from reservation entered by
salesperson B. In this case, the sales receipt will be saved with the code from the salesperson who made the
reservation, i.e. salesperson B and not salesperson A,
In this case, the access right “Change the salesperson of the recovered document line” authorizes the user to change
the salesperson code recovered from the document at the origin of the sales transaction (order, reservation, available
order.)
Prerequisites
The setting “Keep salesperson from previous document” must be ticked in the document type FFO (tab
Employee)
Access
Front Office: Sales receipts - Sales - Enter transaction
The salesperson codes for header and receipt lines, recovered from the previous document remain
accessible and modifiable.
The salesperson codes for header and receipt lines, recovered from the previous document are neither
accessible, nor modifiable by the user.
Objective: Authorize or prohibit the modification of the salesperson assigned to a return line.
Access
By default, the "Return line" feature is available via the [Actions on lines] button in the task bar. The register
settings also enable the configuration of a keyboard shortcut or button on the touch pad.
If authorization is granted, the user can change, for a customer return, the salesperson associated with the
return line.
If the right is denied, once the salesperson selected and associated with the return line, he cannot be changed
anymore. Even an authorized user will not be able to override this restriction since the appropriate field will
not be accessible. The user will have to restart the operation.
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Gift list management helps to manage events such as baby showers, weddings or any other occasion for which customers might wish to buy gifts. Gift list management is an
optional module and must therefore be serialized.
This feature can be used if it has been enabled first in the Company settings via Commercial management - Gift lists, and the Store record (tab Miscellaneous).
For more information on user field settings, please see the following section: Gift lists.
Create a gift list
Modify the lists from the other stores
Gift lists are created in each store. It may be sometimes necessary to prevent these lists from being modified by users from other stores.
Modify the store of origin
Every gift list is associated with a store called "store of origin". This store can be changed, if need be.
Modify the owner of the list
Gift lists are created on behalf of a customer called "owner" of the list. This customer can be modified, if need be.
Modify expiry date
Objective: Authorize or prohibit the creation of gift lists used in the store.
Access
Gift lists can be created via the [New] button in:
- Back Office: Sales - Gift lists - Management of lists
- Front Office: Customers – Gift lists – Management of lists
If the user is granted authorization, he can create gift lists via the [New] button.
If the right is denied, and the user tries to create a new gift list, a message will inform the user that he is not
authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the modification of gift lists from other stores.
Access
Gift lists can be viewed in:
- Back Office: Sales - Gift lists - Management of lists
- Front Office: Customers - Gift lists - Management of lists
If the user is granted authorization, he can modify the gift list of another store.
If the right is denied, and the user tries to modify a gift list belonging to another store, a message will inform
the user that he is not authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the change of the store of origin of a list.
Access
The store of origin may be changed via the [Transfer of the list] button in:
- Back Office: Sales - Gift lists - Management of lists - button [Header of list]
- Front Office: Customers – Gift lists – Management of lists - button [Header of list]
If the user is granted authorization, he can modify the store of origin of the gift list.
If the right is denied, and the user tries to change the store of origin of a gift list, a message will inform the user
that he is not authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the change of the owner of a list.
Access
The owner of the list may be changed via the [Change the owner of the list] button in the:
- Back Office: Sales - Gift lists - Management of lists - button [Header of list]
- Front Office: Customers – Gift lists – Management of lists - button [Header of list]
If the user is granted authorization, he can change the owner of the gift list.
If the right is denied, and the user tries to change the owner of a gift list, a message will inform the user that he
is not authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the modification of the expiry date for the reservation of items.
Access
The expiry date can be changed using the [Modification of the expiry date] button in:
- Back Office: Sales - Gift lists - Management of contributions - button [Header of contribution]
- Front Office: Customers – Gift lists – Management of contributions - button [Header of contribution]
If the user is granted authorization, he can change the expiry date using the button mentioned above.
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Enter contributions and consumptions
Modify the salesperson on the contribution
Show contributions
Modify the theoretical price of an item in the list
Close the list
If a list is closed, no contribution will be possible anymore.
Modify the gift certificate of the gift list
If the right is denied, and the user tries to change the expiry date, a message will inform the user that he is not
authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the entry or modification of contributions and/or consumption upon cashing.
Access
Contributions and consumption can be entered in the Front Office via Sales receipts - Sales - Enter transaction
- button [Gift lists].
If the user is granted authorization, he can change the expiry date using the [Gift lists] button.
If the right is denied, and the user uses the button above, a message will inform the user that he is not
authorized to perform this operation. He must then refer to an authorized user to proceed.
Objective: The user will be granted the possibility to change the salesperson code on a contribution.
Prerequisites
Managing gift lists at store and/or subsidiary level.
Access
Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Payment of a
contribution.”
On the entry or query screen of contribution lines, the [Change the salesperson] button is accessible, and
is used to change the salesperson code in the record. In screen Header of contributions, the salesperson
field is accessible and modifiable.
On the entry or query screen of contribution lines, the [Change the salesperson] button is accessible, but
in this case, a message prompts the user to perform an elevation of privilege so that a manage can log in
and make this change. It is the same in the header of contribution screen; the salesperson field is
accessible only after an elevation of privilege.
Objective: Authorize or prohibit the query of contributions made for a gift list.
Access
Contributions to a gift list can be viewed using the [Contributions to the list] button.
- Back Office: Sales - Gift lists - Management of lists
- Front Office: Customers – Gift lists – Management of lists
If the user is granted authorization, the user can use this button to view the contributions to the gift list.
If the right is denied, the button is hidden and no contribution can be viewed.
Objective: Authorize or prohibit the modification of the theoretical price on an item line in the gift list.
Access
The [Activate price modification] button enables the change of the theoretical price of an item in the list. This
button is available in:
- Back Office: Sales - Gift lists - Management of lists - button [Detail of the list] - open an item line
- Front Office: Customers – Gift lists – Management of lists - button [Detail of the list] - open an item.
If the user is granted authorization, he can change the theoretical price of an item using the button mentioned
above.
If the right is denied, and the user uses the button above, message will inform the user that he is not authorized
to perform this operation. He must then refer to an authorized user to proceed.
Objective: Authorize or prohibit the closure of this list.
Access
A list will be closed in the Front Office: Sales receipts - Sales - Enter transaction - button [Gift list -
Withdrawal of contributions] - open a gift list - button [List closure].
If the user is granted authorization, he can change the theoretical price of an item using the button mentioned
above.
If the right is denied, the button is hidden so that the feature cannot be used.
Objective: The user is granted the possibility to change the type of the gift voucher that will be proposed at the closing
of the list (gift certificate, gift card, etc.)
Prerequisites
Managing gift lists at store and/or subsidiary level.
Access
Back Office: Sales - Gift lists - Management of lists
Front Office: Customers - Gift lists - Management of lists
The user can change the type of the gift voucher that will be proposed at the closing of the list (gift
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Modify the percentage of the gift certificate of the gift list
Change the unit price of the contributed item
Menu (107) - Sales receipts - Access rights - Miscellaneous
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Set up Flash report
The Flash report enables the user to view the various results and transactions of the current day, such as the summary of sales, payments, or statistics.
Modify Flash report criteria
The criteria on which the Flash report will be based (such as store, register, date, etc.) can be modified by the user.
Show customer balance in all stores
certificate, gift card, etc.) The register operations that can be used here are of type acquisition of gift
certificate or gift card.
The user cannot modify the type of the gift voucher proposed at the closing of the gift list; the field is
grayed out, non-accessible and populated with the value entered in the company setting.
Objective: The user is granted the possibility to change the percentage used to calculate the value of the gift certificate
or the gift card that will be given when the gift list is closed.
Prerequisites
Managing gift lists at store and/or subsidiary level.
Access
- Back Office: Sales - Gift lists - Management of lists
- Front Office: Customers - Gift lists - Management of lists
- Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Removal of
contributions to a gift list” - button [Generation of the gift certificate].
The user has the possibility to modify the percentage of the gift card at the level of the list header, in the
management of the lists, and at encashment when generating the gift certificate.
The user cannot change the percentage corresponding to the value of the gift certificate or gift card that
will be offered when closing the gift list; indeed, the field is grayed out, non-accessible and populated
with the value entered in the company setting. Same principle for encashment when generating the gift
voucher, the percentage will be grayed out.
Objective: The user is granted the possibility the change the unit price of the item subject to a contribution.
Prerequisites
Managing gift lists at store and/or subsidiary level.
Access
Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Payment of a
contribution”
On the entry screen of the contribution lines, the user can modify the unit price of the item; the
contributor has just bought or paid a contribution for.
The unit price of the item cannot be changed, the corresponding field is grayed out and not accessible.
Objective: Authorize or not the user to configure the data that may be viewed in the Flash report.
Access
By default, the "Flash report" is available via the [Other actions] button in the task bar. Then, you just have to
click on the [Define settings] button to change the data to display.
The user is granted authorization, he can define the information that will be visible in the Flash report.
If this right is denied and the user wants to define the settings of the Flash report, the process will be subject to
the entry of a password by an authorized user.
Objective: Authorize or prohibit the modification of the criteria linked to the Flash report.
Access
By default, the "Flash report" is available via the [Other actions] button in the task bar. Then, you just have to
click on the [Expand list] button to change the criteria as wanted.
If the user is granted authorization, he can change the criteria.
If the right is denied, the appropriate fields are made inaccessible, so that the criteria cannot be modified.
Objective: Authorize or not the user to view the customer balance in other stores. By default, only the balance in the
store where the sales is registered can be viewed
Prerequisites
Manage and having defined calculation rules for the customer balance (refer to Calculating customer balances
in Front Office.)
Access
- Front Office: Sales receipts - Sales - Enter transaction/button [Actions on customers], option Customer
balance.
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Assign a receipt of previous day to a customer
For many possible reasons, it may be necessary to link a receipt to a customer afterwards.
Warning! This is meant to grant the right to use the "Assign a receipt to a customer" feature for a previous day. If you want to completely block the access to this feature,
please use the "Sales receipts - Sales - Assignment to a customer" access right.
Cancel sales receipt of previous day
In some cases, the store may have to cancel a receipt from a bygone day.
Correct loyalty total
In order to correct some errors, it may be useful to intervene manually on a customer's loyalty total.
Create a loyalty card
To control the distribution of loyalty cards, the store may restrict the right to create cards.
Adjustment of loyalty total limited to threshold 1/threshold 2/threshold 3
- Front Office: Customers - Customer management - Customer record, button [Customer balance]
The user can view the customer balance in all stores. By default, the application displays the balance of
the current store. The button to view the customer balance in the other stores is visible and accessible. It
allows you to display the customer's balance in the other stores.
The button for viewing the customer balance in the other stores is not available
Objective: Authorize or not a user to search for a sales receipt from a previous day to assign it to a customer. This may
be essential to populate the customer's history of purchases or to cumulate benefits on purchases.
Access
By default, this feature can be accessed via module Sales receipts, menu Sales, command Assignment to a
customer.
If the user is granted authorization, he can search for the receipts of a previous day and assign one of these
receipts to a customer.
If the right is denied, the Date field is grayed out, so that no receipt of a previous day can be assign to a
customer. Only receipts of the current day can be assigned.
Objective: Authorize or prohibit the cancellation of a receipt from a bygone day.
Access
Sales receipts can be canceled in the Front Office: module Sales receipts, menu Sales, command Receipt
cancellation.
If the user is granted authorization, he can cancel a receipt from a bygone day.
If the right is denied, and the user tries to cancel a receipt from a bygone day, a message will inform the user
that he is not authorized to perform this operation. The action can be carried out only if an authorized user
enters a password.
Objective: Authorize or prohibit the change of a loyalty total for a customer.
Access
By default, the "Loyalty total" feature is available via the [Actions on customers] button in the task bar. To
correct the loyalty total of the current customer, the user just has to click on the [Manual update of loyalty]
button.
If the user is granted authorization, he can change the customer's loyalty total.
If the right is denied, the [Manual update of loyalty] is grayed out, so that no modification of the customer's
loyalty total is allowed.
Objective: Authorize or prohibit the creation of loyalty cards for customers.
Access
By default, the "Creation of a loyalty card" feature is available via the [Actions on customers] button in the
task bar.
If the user is granted authorization, the user can use this button to create a loyalty card.
If the right is denied, and the user tries to create a loyalty card, a message will inform the user that he is not
authorized to perform this operation. The action can be carried out only if an authorized user enters a
password.
Objective: Authorize a user to adjust loyalty points in the store within the limits defined by the threshold(s) authorized
by the access rights.
Prerequisites
Manage loyalty programs and having defined adjustment thresholds per program.
Access
- Back Office: Sales - Loyalty - Query cards, button [Manual update of cards]
- Back Office: Basic data - Customers, Zoom menu, V2 loyalty card.
- Front Office: Customers- Customer management - Loyalty cards
The user can make manual adjustments on loyalty points within the limits of one or more thresholds
defined for the program. He must also have the appropriate access rights.
When entering a new total of loyalty points or adjusting the total to the thresholds defined, a message
alerts the user that this action is not possible and prompts him for elevation of privilege so that a manager
can perform this operation for him.
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Force switch to standalone mode
The standalone mode enables the cash register to meet the essential functions while the network is down. For more information on this feature, please refer to Standalone
Mode.
Access to the application menu
Check the price
Modify the thresholds for management rules on customers in standalone mode
Menu (113) - Follow-up Actions
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
The follow-up of actions concerns the ability to trace various operations and manipulations performed by staff members. Once the actions you want to follow up are defined,
they may be viewed in the Back Office or Front Office.
- Back Office: Administration - Event log - Log query
- Front Office: Settings - Administration - Event log - Log query
For further information about the traced actions, please refer to the Event log.
User restrictions - Contents
Objective: Authorize or not the user to switch the register to standalone mode.
Prerequisites
The "Authorize standalone mode" option must be checkmarked in the register settings, in the Standalone
mode tab.
Access
The user can switch to the standalone mode via the use of the [other actions] button in the task bar. The
register settings also enable the configuration of a keyboard shortcut or button on the touch pad.
If the user is granted authorization, he can force the switch to standalone mode.
If the right is denied, the user will see the following message display if he tries to force the standalone
mode: "You do not have the right to use this function." Only an authorized user may proceed, after
having entered a password.
Objective: In order to restrict operations on the cash register to the strictly necessary, it is possible to limit the access
of a user group to only 3 menus in the Front-Office: only : Enter a receipt, Daily closing, Quit the application.
If authorization is granted, all the menus of the Front Office can be accessed, but only if the appropriate access
rights have been granted.
If the right is denied, only the following menus can be accessed: Enter a receipt, Daily closing, Quit the
application. Only an authorized user may give access to the other features of the Font-Office after having
entered a password.
Objective: Authorize the user to view item prices at Inventory Flash level.
Access
- Back Office: Inventory - Query - Item flash (inventory or selling price)
- Front Office: Management - Inventory - Item Flash (inventory or selling price)
- Front Office: Sales receipts - Sales - Enter transaction, button [Zoom menu], option "Show inventory for
item"
- Front Office: Sales receipts - Sales - Enter transaction, button [Zoom menu], option "Item flash (selling
price)"
The user can view the price justification screen. The [Check the price] button is available in the inventory flash
record. It is used to display the selling price justification screen.
The Item flash (selling price) option of the zoom menu, available in the Sales receipts module, menu Sales,
command Enter transaction, is hidden. The user has no access to the price justification screen from the
inventory flash. In the other menus, the [Check the price] button is hidden.
Objective: Authorize the user to modify alert thresholds and blocking thresholds in the configuration record for
customer export in standalone mode.
Access
Back Office: Settings - Front Office - Offline customer criteria
Thresholds are accessible without constraints.
Alert and blocking thresholds in the configuration record for customer export in standalone mode are not
accessible.
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In addition to access rights, user restrictions allow the viewing of data from certain stores to be restricted to certain users of the application. For example, you can authorize a
store user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.
User restrictions also allow you to authorize a user to view or modify only certain purchase or selling price lists.
They also allow you to authorize a user to view or modify the sales divisions for items (GA_DOMAINE field).
Finally, they allow data access to be securely controlled for the following functions : Sales conditions, Titles - Legal forms, Store staff, Triggers, Allocations / Clothing,
Discount reasons, Sales operations, Loyalty, Item lists, Payment mode, Frequency.
These restrictions are configured for each user.
Restrictions on stores and warehouses
Creating restriction groups
Applying the restrictions to the user
Restriction on customer data
Creating restriction groups
Creating action profiles
Applying the restrictions to the user
Restrictions on sales divisions
Creating sales divisions
Applying the restrictions to the user
Restrictions on restriction categories
Restriction categories
Creating restrictions groups
Applying the restrictions to the user
Restrictions on price lists
Creating price list types
Applying the restrictions to the user
Access right management
Associated access rights
Restrictions on Stores and Warehouses
Creating restriction groups
Back-Office: Administration - Users and access - User restrictions/Store restrictions
This option allows you to create groups of restrictions that restrictions are to be based on.
Click the [New] button to open the Restrictions window, then enter the group code and its description.
Example: FMA / Franchisee Marseille
To authorize users to access store data, check the “User store” option.
The User store refers to the default store configured in the Characteristics tab of the user record.
The Grouping option enables you to select the criterion on which the restriction will be based.
The grouping makes use of store user-defined tables configured in your folder.
Example: region, type, surface, etc.
You can also select no grouping at all.
In this case, select one or more stores concerned by the restriction from the Stores field.
Examples
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Note that restriction groups can also be created or modified directly in the Restrictions tab in the user record via the [Sub-table settings] button.
Applying user restrictions (Stores and warehouses)
Back-Office: Administration - Users and Access - Users/tab Restrictions
The Stores and warehouses pane enables you to apply restrictions defined previously. It is therefore possible to configure what users may view.
Restrictions on Customer Data
Creating restriction groups
Limit data access...
Setup
Ex. 1
For stores of type Franchisee
Code: FRA Description: Franchisees
User store option not checked
Grouping: Type:
Type: Franchise
Ex. 2
For the Headquarters and the user store
Code: HQS Description: Headquarters and my store
User store option checked
Grouping: None
Stores: Headquarters
Ex. 3
For the stores of the Ile de France
region
Code: IDF Description: Île de France
User store option not checked
Grouping: Region
Region: Île de France
Ex. 4
For the Headquarters only
Code: HQ Description : Headquarters
User store option not checked
Grouping: None
Stores: Headquarters
Ex. 5
For all stores
Code: ALL Description: All stores
User store option checked
Grouping: None
Stores: all
Fields
Description
Default restrictions
The default restriction will be applied in all other cases not specified hereafter.
Inventory query
In example #3 in the previous table, users may view inventory for stores in the “Ile
de France” region only, when the “Ile de France” option has been selected.
Sales query
In example #1 in the previous table, users may only view sales for franchised stores
only if the “Franchisees” option has been selected.
Viewing customer sales
This option allows you to separately view sales receipts and sales history in
customer records by accessing customer buying history and contents of each receipt
on the list of items sold and customer 360° vision.
Outstanding balance
In example #5 in the previous table, users may view the outstanding payments for
all the stores by selecting the “All stores” option.
Item returns
In example #5 in the previous table, users may view all the items returned by the
customer and bought in one of the authorized stores by selecting the “All stores”
option users may view all the items returned by customers and bought in one of the
authorized stores.
Transfer recipient
This restriction level is used to limit the recipients of transfers to some stores, e.g.
franchises stores only.
Transfer request sender
This restriction level is used to limit the transfer requests to some stores, for
example, franchised stores only.
Alert management
In example #2 in the previous table, users may view the indicators and alerts for
this store and headquarters by selecting the “Headquarters + My store” option.
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Back-Office: Administration - Users and access - User restrictions/Store restrictions
Please refer to the procedure described here.
Creating action profiles
Back-Office: Administration - Users and access - User restrictions/Customer action profiles
In addition to groups of restrictions, customer restrictions can also be based on action profiles. These restriction profiles are used to limit the actions that can be performed on
the customer file (except for Report type features.) After creating groups of restrictions, create action profiles as explained below.
Click the [New] button and enter a code and a description. Then fill in the following information.
Applying user restrictions
Back-Office: Administration - Users and access - Users
The Customer Data pane enables you to apply restrictions previously defined. It is therefore possible to configure what users may view.
Customer file
If we take example no.2 in the previous table by selecting option [My Store + Headquarters], users may view the indicators and alerts for this store and headquarters.
Action profile
If you want to limit the actions authorized on the customer file, select the action profile created previously. Please notice that the action profile can be accessed via the batch
modification feature for users.
Restrictions on Sales Divisions
Creating sales divisions
Back-Office: Settings - Items - Sales divisions
This option allows you to create sales divisions that restrictions are to be based on.
Sales divisions enable the creation of categories to which items will be affiliated later.
Examples: Cosmetics, clocks and watches, home, etc.
Applying user restrictions
Back-Office: Administration - Users and Access - Users/tab Restrictions
The "Sales divisions for items" pane in the user restrictions enables you to limit the query and modification of the sales divisions to the users concerned. Once the sales
divisions created, select in the user record those for which the user will be authorized to perform queries or modifications.
Please note:
The [None] value means [No restrictions] ( access to all sales divisions), and not [No sales division].
Restrictions on Restriction Categories
Restriction categories - Presentation
These restrictions are based on restriction categories previously created. The latter will limit the display of some data depending on the users.
Example of using restriction categories
Each country has its own civilities (ex.: M./Mme in France, Mr/Mrs in the UK It may be useful for a store to limit the display of the proposed titles, according to the users as
they work on a French or British customer file.
- Step 1: Create a restriction category with a “Titles - Legal forms”scope of use, named French Titles.
Fields
Description
Authorized print
This checkbox option is used to hide the print button in the multiple criteria
selection screen and in dashboards containing customer data.
List export authorized
This checkbox option is used to hide the export buttons in the multiple criteria
selection screen and in dashboards with customer data.
Export module
Limits the usable formats and directories.
Note that action profiles can also be created or modified directly in the
Restrictions tab in the user record via the [Sub-table settings] button.
Sales history
This checkbox option is used to hide the print and export buttons in the multiple
criteria selection screen and in dashboards containing customer data.
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- Step 2: Create titles including this restriction category: M., Mme, etc.
- Step 3: Associate this restriction category with the user X handling French customer files.
- Result: User X may consult, create or modify only titles with the French Titles restriction category .
User X will not see the titles for the UK, for example (Mr, Mrs, Miss, Sir, etc.)
The restriction categories concern the following features:
- Sales conditions
- Titles - Legal forms
- Store staff
- Triggers
- Allocations / Clothing
- Markdown reasons
- Business operations
- Loyalty
- Lists of items
- Payment methods
- Periodicities
Creating restrictions groups
Back-Office: Administration - Users and access - User restrictions/Restriction categories
Click the button [New] button to open the Restriction categories window. Specify a unique code and a description. Then select one scope of use or more among the
features proposed.
Applying user restrictions
Back-Office: Administration - Users and Access - Users/tab Restrictions
In the Restriction categories pane, a restriction category can be selected if the latter is associated with the scope of use of the category. An element can only be created and
modified by a user if this user has access to the relevant restriction categories.
Example:
In modification mode, if the user opens a customer record using a “Title - legal form” not accessible to the user, this field then becomes non- modifiable and is grayed out.
Restrictions on Price Lists
Creating price list types
Back-Office: Purchases or Sales - Pricing - Price list types
These restrictions are based on previously created selling price lists. This enables you to limit the access to price list types for users according to their needs and their position
within the company.
Click the [New] button to open the Type of price list window. Fill in the record and validate.
Applying user restrictions
Back-Office: Administration - Users and Access - Users/tab Restrictions
The Price lists pane allows you to limit the viewing and modification of purchase and selling price lists for items by particular users.
The three fields correspond to the price lists types previously created in the Purchases and Sales modules via the Price lists menu and Type of price list menu.
User Restrictions and Access Rights
Back-Office: Administration - Users and access - Access right management
To access the settings used for defining user restrictions, you need to enable the following access rights.
Administration (106) menu
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Users and access
- Users
- User restrictions / Store restrictions
- User restrictions / Restriction categories
- User restrictions / Customer action profiles
Settings (112) menu
Administration
- Users and access / Store restrictions
Interactive Alerts
The purpose of an interactive alert is to trigger a message whenever a certain event occurs.
Creating alerts
Back Office: Administration - Alert management - Interactive alerts/Alert management
This command is used to create or modify alerts. Each alert is displayed in the form of a screen where you can specify a number of options via the tabs proposed.
To create an alert, click the [New] button and populate the fields as described hereafter.
Characteristics tab
Fields
Description
Alert on
This field allows you to specify the type of element on which the alert will be
based, such items, documents, customers/suppliers, contacts, etc. In the screenshot
above, the alert is triggered by documents. (Alert on: documents).
Management of events
This pane allows you to specify when the alert will be triggered: when opening a
record, using a payment method, or for a birthday, etc. In the screenshot above, the
alert will be triggered for each document line, based on a specific customer.
Stores and users
Alerts can be limited to certain users and/or stores. In the screenshot above, the
alert will be triggered on stores of type Corner or Franchisee (CORN, FRAN) and
for users belonging to the Sales representatives group (VEN).
Display memo
The Alert notification section allows you to select how the alert will be notified via
the message entered in the Memo tab. If this option is ticked the alert will be
displayed in the form of a message.
The Alert notification section allows you to select how the alert will be notified via
the message entered in the Memo tab. If this option is ticked, the alert will be sent
by e-mail.
Check this option and click the associated button.
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Conditions tab
This tab is used to restrict the scope of the alert on criteria relating to documents, third-parties and items. These criteria will display according to the options selected in the
Characteristics tab.
Example of an alert impacted by the following two selections (document and third-party):
Tab Memo
This tab is used to enter a message to be displayed whenever the alert is triggered.
Example: Refuse payment by check if there are outstanding payments.
Notification by memo and/or e-mail
Whatever the mode of notification, the message sent will be the one entered in the Memo tab.
Notification by memo
If all conditions of the alert are met, the alert displays in the form of a message.
Example: When a document is entered with an identified third-party, the message will be displayed on the document being currently entered.
Notification by e-mail
As soon as the elements that generate the alert are entered, the e-mail is sent to the address defined in the Characteristics tab (see option “Send an e-mail”.)
Alert management - Contents
The aim of this documentation is to describe alert management functionalities and simplify their use as follows:
- By explaining how they work.
Send an e-mail
Enter the e-mail address in the appropriate field (see screenshot hereafter), then
click on the [Add address] button.
Generation of an action
If the "Management of events" concerns a third-party, it is also possible to generate
an action.
Example: If an alert displays when document is entered, the opening of the
customer record can be automated, thus avoiding the user an additional operation.
The application proposes two actions: open the customer record and/or define the
address as DNLSA (does no longer live at specified address.)
Type of validation
The user must confirm he has read the alert when it displays. Two options are
proposed:
- OK: the user has just to validate the message to continue the entry.
- I read + OK: the user must check option "I read" and validate to continue.
- Document type: in the example hereafter the alert is triggered for
sales receipts (FFO.)
- Unpaid check: in this example, the alert is triggered for customers
with option “Unpaid check” ticked. This option corresponds to the
user-defined third-party decision, available in the Information tab of
the customer records (see screenshot hereafter).
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- By describing the standard indicators and alerts that can be created.
Each indicator is based on an SQL query. The results of this query are then retrieved in a report and sent by email if required. The storage of PDF files may require
considerable space if numerous indicators and alerts are sent every day. Users can disable the archiving of the results depending on the indicator or alert.
Each time the query is run, the report is stored in the history. However, you can print the report directly, or send it as an attachment to the list of recipients defined for the
indicator.
The alert condition settings enable you to differentiate between various elements based on the selected condition. You can send only the list of elements with alerts.
Interactive alerts are not described here (see Interactive alerts.)
Foreword
Indicator categories
CEGID indicators
Version updates
User restrictions
Storage of indicator results
Access rights
Indicator settings
SQL query
Alert condition
Results
Scheduling
Related actions
How to use indicators
Run indicators
Query indicators
Alert lists
Standard indicators
List of standard indicators
Alert Management - Foreword
An indicator is an element that enables you to obtain a specific result when it is run at a certain time. It is an SQL query which will return one or more results when run.
Indicator categories
Indicators can be arranged by category. These categories are user-defined. Users classify their indicators based on their requirements.
Examples of indicator categories: Customers, Purchases, Sales, Inventory.
The "CEGID Indicators" category is the default category shipped with the application and cannot be deleted by users.
CEGID indicators
Standard indicators are available to users. These indicators belong to the "CEGID Indicators" category. Their code starts with the specific prefix "CEG" or "CEG-". They
cannot be modified by users and cannot be used directly. They can be used as templates to help users create their own indicators. Each time there is a version change, these
indicators are updated automatically.
The "CEG" prefix must not and cannot be used to create user-defined indicators.
Version updates
To monitor modifications to indicators, a version number is assigned to each indicator. This number is based on the Cegid version in use. The number cannot be modified. It
is incremented each time the indicator is modified:
- CEGID indicators are assigned the number of the release version with which they are shipped.
- User-defined indicators are created with the number of the version in use. The indicator version number is incremented based on modifications made to the SQL query or
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alert condition.
The format of the version number is as follows: 09.000.001. This indicator is based on application version 9.0, corresponding to internal version 1. This version number
informs users, especially in terms of history tracking, that a modification was made, and that there may be differences between the different times a given indicator is run.
User restrictions
Indicators may be based on different types of user restrictions, including restrictions on indicators and alerts. To apply these restrictions, queries must contain the store ("AS
ETABLISSEMENT" alias) or the warehouse ("AS DEPOT" alias).
Storage of indicator results
Back Office: Administration - Alert management - Query
The stored indicator results (available via the "Query" menu) are those sent by email to various recipients defined for the indicator. If the email sending functionality was
disabled, a single global result (independent of user restrictions) will be stored and the user who ran the indicator will be the recipient. If the indicator includes all stores, the
data on stores sent to recipients will vary depending on user restrictions. As such, results may vary from one user to another depending on the restrictions specified in user
records.
Access rights
Back Office: Administration - Users and access - Access right management
The use of indicators and alerts is defined by access rights that may be granted or denied in the following menus.
Menu 26 – Concepts - Commercial management - Alert management
- SQL request setup
- Report setup
- Show all indicators
Menu 106 – Administration - Alert management
- Query
- Settings
- Alert lists
Indicator Settings
Back Office: Administration - Alert management - Settings
Standard indicators (with the "CEG" prefix) containing predefined queries are shipped with each version of the application. To ensure that you can view all standard
indicators, disable the "Active" option in the multiple criteria. Users can create their own indicators using the [New] button. However, it is recommended to create a new
indicator by duplicating the most suitable indicator via the [Duplicate] button.
You must then specify the properties of the indicator such as the SQL query, alert condition, retrieval and scheduling.
SQL query
Use this button to display the window for defining the SQL query. As SQL queries are quite complex, this functionality should not be accessible to all users. As such, the
access right to this functionality must be defined in "SQL request setup". Once you have entered the code of the new indicator, you can access the setup of the query because
the query of the duplicated indicator can be modified.
Structural constraints relating to the SQL query
- Use aliases as much as possible to simplify the definition of the alert condition.
- The alias should contain 35 characters. If no alias is used, fields can contain a maximum of 35 characters.
- Only SELECT queries can be used (i.e. no UPDATE or INSERT queries). A check is performed before the query is run.
Alert condition
To define the indicator as an alert, you must specify the corresponding condition. This is done in three steps:
- Select the field to evaluate: These are the numeric fields in the SQL query you defined.
- Select the operator: These are the standard operators used for numeric comparisons.
- Select the evaluation value: The value is selected by users based on their requirements.
Remarks on the selection of the field
This is a list of fields that can be used to define alert conditions for the indicator. This field will be available only once the SQL query is defined. It will then present all
numeric fields in the SELECT query, represented by their aliases if they have one. Some non-numeric fields may also be available in the selection list. However, even though
these fields can be selected, they cannot be used.
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Results
A user-defined indicator can have two functions:
- Display data to be viewed and analyzed by the user. This indicator will not have any trigger condition.
- Trigger one or more alerts based on a particular condition, after analysis.
The results returned can be emailed, printed or displayed on screen. For each of these three retrieval actions, you can set up an alert to be sent:
- None: No message is sent
- Alert: Lines with alerts are sent
- Detail: All result lines are sent
Results sent by email
Preliminary settings
Back Office: Administration - Company - Company settings
You must first configure the relevant settings before the application can send e-mails. Go to Commercial management - Emailing and specify the fields as described.
Select recipients
Recipient e-mail addresses must be specified in their records, as well as any existing restrictions. Recipients can be selected by user or by group. The proposed groups are user
groups or user-defined tables. In order to restrict the data sent to recipients, the selected restriction is applied to the indicator results for each e-mail recipient.
When selecting recipients, a warning will be displayed if one or more recipients do not have a specified e-mail address.
Message content
1. The subject of the e-mail should be as follows: "Indicator – Execution date"
Example: "MARK-DOWN – 8/4/2011 17:32:00"
2. The body of the e-mail should be as follows: "Indicator – Description – Number of lines with alerts"
Example: “MARK-DOWN – Markdown rate per store/day – Number of lines with alerts: 5"
3. The attachment (PDF or Excel) depends on the company setting defined in the "Format of alert files" field in Commercial management - Preferences. The attachment is a
PDF or Excel report containing the results of the indicator run. Its format is as follows: "DetailXX.pdf" (where XX = unique indicator code)
Example: "Detail72.pdf"
The contents of the file depends on whether you selected an alert or a detail in the settings.
Printing results
One printed report is associated with each indicator created:
- In the case of a new indicator, the report is based on a template containing the standard basic functionalities. You simply define the columns required in the report as
specified in the indicator query.
- When duplicating, the original indicator report is copied.
If requested, printing can be triggered when running the indicator query.
You can also click the [Instant printing] button to print. This will print the indicator results without archiving them or sending an email.
During processing, the report is stored in the database in PDF format. This enables you to view the report at any time on the multi-criteria screen accessed in Back-Office by
selecting Administration - Alert management - Query.
Warning!
The codes for the indicator templates created must be numerical. When an existing template is assigned to a new indicator, the template must be registered in place of the
previous one with the same number.
Displaying results on screen
Once you are logged in to the application, this type of output is used to display the results of the alerts in a window. If this mode is selected, the alert must be submitted for
approval (visa). The option is automatically selected. This output mode is not exclusive. A given user may receive an alert sent by email as well as a message displayed when
logging in.
Warning!
The alert will be displayed when users log in to the application, only if the "Display alerts and indicators when connecting" option is enabled for these users.
Restitution options
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Visa
This property is optional, except for displaying the results on screen. Some alerts may be sent by email without being approved. Others may be displayed on screen when
users log in, provided that the relevant settings were defined for these users. See the previous section on the display of results on screen. A default filter is used display the
alerts that are not yet approved.
Storing lead time
Used to specify the storage duration in number of days. Each time an alert is run, the results will be purged. This is only for approved alerts or alerts that do not require
approval. 0 day corresponds to an infinite storage duration.
Restriction (user record)
This is used to complete the configuration with a user restriction. This restriction must first be defined in the user record. See User Restrictions.
Scheduling
This button is used to schedule the processing and define the frequency and trigger you want. See Scheduled Tasks.
Related actions
Various actions can be carried out in the indicator multi-criteria screen, or in the indicator record.
Actions in the multi-criteria screen
Create a new indicator.
Duplicate an indicator.
Select all indicators.
Run processing on selected indicators.
Run a scheduled task.
Actions in indicator settings
Create a new indicator.
Delete an indicator.
Duplicate an indicator.
Define a query (button is visible based on access rights).
Configure the report.
Run a query: The indicator query is run without processing.
Run an alert processing: The query is run with processing. Results are sent by email, printed or displayed on screen.
Instant printing: The query is run and the report associated with the indicator is printed with a preview.
You can also display lines with alerts only, i.e. the lines fulfilling the condition defined.
How to Use Indicators
Run indicators
An indicator is run as follows:
- The SQL query is run.
- The results are stored in a results table.
- The indicator settings are checked in order to run actions based on condition and restitution of results.
- You can query data using the multi-criteria screen.
- Results are stored.
Query indicators
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Back Office: Administration - Alert management - Query
You can view a PDF version of the report generated as a result of running the indicator on a given date using the indicator query screen. You can also delete selected results.
Indicator statuses
CEGID indicator to duplicate
Indicator never run (Blue)
Indicator run but not sent (Yellow)
Problem while running the indicator (Red)
Indicator successfully run (Green)
Alert lists
Back Office: Administration - Alert management - Alert lists
This functionality is used to schedule batch alerts.
Example:
Every Monday, you want the application to send you the following information:
- The number of delivery notices to be validated by store
- The orders whose delivery dates have expired
Procedure
1. Click the [New] button and specify a name and description.
2. Select the "Active" option.
In the "Alerts" table, the list on the left displays the indicators you previously created via the "Settings" command.
3. Select an alert and click this button to move the alert to the list on the right.
4. Repeat this operation for all the alerts you want to use and validate.
5. Click this button to define the settings for scheduling the task.
Standard Indicators
Standard indicators cannot be used as they are. They must be duplicated in order to create a user-specific indicator. The user-defined indicator will contain the standard
indicator query, as well as the corresponding preconfigured report. If required, you can modify the query or report.
Warning:
- As reports are based on field names or aliases, you may not be able to run a report if the corresponding query is modified.
- Modifications made to the report must be limited to the "Header", "Detail1" and "Summary" fields.
- The "Title" field should not be modified under any circumstances.
List of indicators
Store indicators
Inventory indicators
Register indicators
Label and receipt indicators
LPP/WAPP indicators
Indicators for miscellaneous lists
Clothing indicators
Transfer request indicators
Accounting and tax indicators
Schedule and staff indicators
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Import indicators
Miscellaneous indicators
Store Indicators
CEG-ANNONCES: Number of delivery notices to be validated by store
List of stores where non-validated delivery notices exist. The number of notices to be validated and the total quantity of items are displayed for each store.
Alerts are possible for: Number (NOMBRE) and Quantity (QUANTITE)
Example of report format
CEG-TRANSFERTS: Number of transfers to be validated by store
List of stores where non-validated transfers exist. The number of transfers to be validated and the total quantity of items are displayed for each store.
Alerts are possible for: Number (NOMBRE) and Quantity (QUANTITE)
Example of report format
CEG-CDENONRECUES: List of orders without supplier acknowledgement
List of supplier orders where the status of the supplier acknowledgement is "Not received". List sorted by store, supplier, number.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITY) and Amount (MONTANT)
CEG-ANNONCEAVALID: List of delivery notices to be validated by store (period)
List of delivery notices not yet validated, with the date, quantity, total amount and number of days since the creation of the notice.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITE), Amount (MONTANT) and Number of days (NBJOURS)
CEG-CA BQT JOUR: Quantity, tax exclusive and tax inclusive turnover by store and by day (current month)
A list of stores with total quantities sold, and tax exclusive and tax inclusive turnover, displayed by day for the current month.
Alerts are possible for: Quantity (QUANTITE), Tax exclusive turnover (CA_HT) and Tax inclusive turnover (CA_TTC)
Example of report format
CEG-CA BTQ JOUR 2: Quantity, tax exclusive and tax inclusive turnover by store and by day (period)
A list of stores with total quantities sold, and tax exclusive and tax inclusive turnover, displayed by day for the period (modifiable).
Alerts are possible for: Quantity (QUANTITE), Tax exclusive turnover (CA_HT) and Tax inclusive turnover (CA_TTC)
Example of report format
Inventory Indicators
CEG-STOCK MIN CUM: Discrepancies for minimum inventory totals
List of stores with the minimum inventory quantity, physical inventory quantity and the discrepancy between minimum and physical inventory for all types of items.
Alerts are possible for: Minimum inventory (STOCK_MINI), Inventory (STOCK) and Discrepancy (ECART)
Example of report format
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CEG-STOCK MIN DET: Discrepancies for minimum inventory with breakdown
List of items below the minimum inventory quantity with a breakdown by item dimension, minimum inventory, physical inventory and the discrepancy between minimum
and physical inventory. List sorted by store and by item.
Alerts are possible for: Minimum inventory (MINI), Inventory (STOCK) and Discrepancy (ECART)
Example of report format
CEG-STOCK MIN ART: Number of items below minimum inventory
Total number of items below the minimum inventory quantity with minimum inventory, physical inventory and the discrepancy between minimum and physical inventory.
List sorted by store.
Alerts are possible for: Number of items (NOMBRE_ARTICLES), Minimum inventory (STOCK_MINI), Inventory (STOCK) and Discrepancy (ECART)
Example of report format
CEG-STOCK NEGATIF: Negative inventory
List of items whose physical inventory is negative with a breakdown by item dimension and inventory value. List sorted by warehouse and item.
Alerts are possible for: Inventory (STOCK)
Example of report format
Register Indicators
CEG-FO EVENTS: Sales receipt events (floating period)
Number of sales receipt events performed during the modifiable period, displayed by store and user. The events listed are those logged in the event log. This indicator is based
on the event log and, as such, is dependent on the enabling of the log.
Alerts are possible for: Number (NOMBRE)
Example of report format
CEG-JOURSCAISSE: Number of register events (floating period)
Number of register events displayed by sales day during the specified period (modifiable). List sorted by store and opening date.
Alerts are possible for: Aborted receipts (NBTICABANDON), Canceled receipts (NBTICANNUL), Receipts on hold (NBTICMISATT), Receipts on hold recovered
(NBTICATTREPRI), Receipts on hold deleted (NBTICATTSUP), Canceled lines (NBLIGANNUL), Payment method modification (NBMODIFMDP), Drawer openings
(NBOUVTIROIR), Receipts assigned to customers (NBRATCLI) and Modification of sales receipts (NBMODIFVENTIC)
Example of report format
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CEG-FO OUV CAISSE: Number of register openings per day (floating period)
Number of register openings per day, by store and by register during the modifiable period.
Alerts are possible for: Number (NOMBRE)
Example of report format
CEG-FONONFERMEE: List of non-closed days
List of non-closed days (opening date), by store and by register.
Example of report format
CEG-ECARTSCAISSE: Register discrepancies (floating period)
List of register discrepancies for the period (modifiable). List sorted by date, store and register.
Alerts are possible for: Amount (MONTANT)
Example of report format
CEG-ECARTFDCAISSE: Cash float discrepancy (floating period)
List of discrepancies between the cash float entered when opening the register and the cash float entered when closing the register at the end of the previous day. List sorted
by store and register, with the date, salesperson, opening and closing cash floats and the discrepancy between the two.
Alerts are possible for: Closing cash float (FONDFERME), Opening cash float (FONDOUV) and Discrepancy (ECART)
Example of report format
CEG-ECARTCAISSE: Register discrepancies in count
Used to edit register discrepancies for the current day.
Example of report format
CEG-SERIAFO: Non-serialized registers
The 10-day serialization option enables a register that has not been serialized on day D to retain serialized settings for D+10 days. In this case, a trace is added to the event
log. The alert also enables you to print these traces.
Example of report format
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Label and Receipt Indicators
CEG-REIMPRETIQ: Reprinting labels
List of reprinted labels with active monitoring.
Alerts are possible for: Number (NUMERO)
Example of report format
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CEG-FO PREST NEG: Services with negative receipt quantities (floating period)
Number, quantity and total amount of services with negative quantities in receipts corresponding to the specified period (modifiable).
Alerts are possible for: Number (NOMBRE), Quantity (QUANTITE) and Total (TOTAL)
Example of report format
CEG-ARTICLESTEMPO: List of receipt lines for temporary items
List of receipt lines corresponding to a temporary item which must be adjusted using a new item.
Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Index (INDICEG), Quantity (QTEFACT) and Amount (TOTALTTC)
Example of report format
CEG-FO-FERME: Pending receipts destroyed (floating period)
This alert can be used to trace possible cases of register fraud where receipts are put on hold for fraudulent purposes by unscrupulous salespeople. It lists pending receipts
destroyed by the store with a summary for each receipt.
Example of report format
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CEG-REMISE TICKET: Line or invoice total discount percentage by item (floating period)
List of items where a line or invoice total discount was applied to a modifiable period. The data provided includes the store, date, receipt number, receipt line number, item
name, customer name, sales amount, value of the line and invoice total discounts, and the reason for the discount.
Alerts are possible for: Receipt (TICKET), Line number (NUM_LIGNE], Amount (MONTANT], Line discount (REMISE_LIGNE) and Invoice total discount
(REMISE_PIED)
Example of report format
LPP/WAPP Indicators
CEG-DPAPMAPNULS1: Null LPP and WAPP values in sales lines (period)
List of items with a null LPP or WAPP value in sales lines for the specified period (modifiable). The date of the sale, receipt number and receipt line number are also
displayed.
Alerts are possible for: Receipt (TICKET), Line number (NUM_LIGNE), Last purchase price (DPA) and Weighted average purchase price (PMAP)
Example of report format
CEG-DPAPMAPNULS2: Null LPP and WAPP values in inventory records (non-closed, physical <>0)
List of items with a null LPP or WAPP value in non-closed inventory records, with a physical inventory of 0.
Alerts are possible for: Last purchase price (DPA) and Weighted average purchase price (PMAP)
Example of report format
CEG-VENTEPERTE: List of items sold at a loss at WAPP (period)
List of items whose tax exclusive unit price is less than the WAPP. These items are considered to be sold at a loss. List sorted by date, store, receipt, line number and item.
Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Tax exclusive unit price (PUHT) and Weighted average purchase price (PMAP)
Example of report format
CEGECARTSDPAPMAP: List of LPP/WAPP differences between sale lines and inventory (period)
List of LPP/WAPP differences between sale lines for the period (modifiable) and inventory when the indicator was run. List sorted by store, item, and receipt, with the receipt
LPP, inventory LPP, and the difference between the two LPP values (as a percentage), the receipt WAPP, inventory WAPP, and the difference between the two WAPP values
(as a percentage).
Alerts are possible for: Number (NUM), Receipt LPP (DPAFFO), Inventory LPP (DPADISPO), LPP Discrepancy (ECARTDPA), Receipt WAPP (PMAPFFO), Inventory
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WAPP (PMAPDISPO), WAPP Difference (ECARTPMAP)
Example of report format
CEG-VENTEPERTEDPA: List of items sold at a loss at LPP (period)
List of sold items whose tax exclusive unit price is less than the WAPP. These items are considered to be sold at a loss. List sorted by date, store, receipt, line number and
item.
Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Tax exclusive unit price (PUHT) and Last purchase price (DPA)
Example of report format
Miscellaneous List Indicators
CEG-RECEPTIONS: List of goods received (floating period)
List of goods received for the period (modifiable) with a breakdown by supplier, number, date and item, as well as by quantity and amount.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (MONTANT)
Example of report format
CEG-LISTRANSFERTS: List of transfers (floating period)
List of transfers received for the period (modifiable) with a breakdown by supplier, number, date and item, as well as by quantity and amount.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (MONTANT)
Example of report format
CEG-RESERVATIONS: List of available reservations
List of reservations whose expiry date has been reached. List sorted by expiry date, store and number.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (TOTALTTCDEV)
Example of report format
CEG-TARIFS CALCUL: List of calculated price lists
List of calculated price lists. List sorted by warehouse and item.
Alerts are possible for: Original price list (TARIFORIGINE), Original price (PRIXORIGINE), Current price (PRIXENCOURS) and Calculated price (PRIXCALCULE)
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Example of report format
CEG-PIECES LITIGES: List of documents in litigation
List of documents whose litigation status is "In litigation". List sorted by document type, store, supplier and number.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITY) and Amount (MONTANT)
CEG-DOTDEPASSE: List of customers whose threshold is exceeded (amount or quantity)
Customers whose total amount or quantity has reached or exceeded the defined threshold.
Alerts are possible for: Amount used (MONTANTUTIL)
Example of report format
CEG-DOTATIONTIERS: List of special conditions whose salesperson was deleted
Active special conditions whose salesperson was deleted.
Alerts are possible for: none
Example of report format
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Clothing Indicators
List of clothing indicators
CEG-VESTARENDRE: List of clothing to be returned
Clothing that has not been returned up to the current date.
CEG-VESTEDEPASSE: List of non-returned clothing
Clothing that has not been returned and whose return date has expired.
CEG-VESTEDEPAS10: List of clothing to be returned within 10 days
Clothing that has not been returned and whose return period is within 10 days.
CEG-DOTATIONVEST: List of clothing whose salesperson was deleted
Clothing that has not been returned and whose salesperson was deleted.
Alerts are possible for:
Clothing number (VESTIAIRE)
Example of report format
Transfer Request Indicators
List of transfer requests indicators
CEG-DTRENATTENTE: List of issued transfer requests awaiting validation
List of issued transfer requests awaiting validation.
CEG-DTRAVALIDER: List of transfer requests to be validated
List of transfer requests to be validated.
CEG-DTRENRETARD: List of transfer requests whose request date has expired
List of transfer requests whose request date has expired.
Alerts are possible for:
Number (NUMERO) and Total quantity (TOTALQTE)
Example of report format
Accounting and Tax Indicators
CEG-ALTJOURSCOMPT: Documents not sent to accounting (max. period 365 days)
List of documents that were not sent to accounting (maximum period of 365 days).
Alerts are possible for: Number (NUMERO), Indicator (INDICEG)
Example of report format
CEG-CPTAETABEXCLU: Stores excluded from accounting transfer
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List of stores automatically excluded from the accounting transfer. This is the case when customer management is disabled (Company settings - Commercial
management/Account posting, setting “Monitoring accounts receivable for the Back Office and the Front Office) and the collected payments account is not specified for the
store.
Example of report format
CEG-CHRONODEPASS: Fiscal numbers exceeded for stores
List of fiscal numbers whose remaining number exceeds the alert threshold defined in the store location settings.
Alerts are possible for: Number of counters (NBCHRONOS), Last counter (LASCHRONO)
Example of report format
Schedule and Staff Indicators
CEG-PLANNINGPREV: Forecast schedule not specified for W+2
List of stores that have not entered their W+2 schedule.
Alerts are possible for: Number of ranges (NB_PLAGES)
Example of report format
CEG-PLANNINGREA: D-1 schedule not specified
List of stores that have not entered the schedule for the previous day.
Alerts are possible for: Number of ranges (NB_PLAGES)
Example of report format
CEG-HEURESRECUP: Time to make up
The two time ranges below can be used to manage time to be made up in the schedule:
- HSR: Time to make up
- HRE: Time made up
This alert enables you to differentiate between the time to make up and the time already made up, so that you can calculate the number of hours remaining to be made up. The
time range code is configurable. If you want to use other codes, you must modify it in the alert settings.
Alerts are possible for: Time to make up (ARECUP), Time already made up (RECUP) and Time remaining to be made up (RESTE)
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Example of report format
CEG-RETARDCOLLAB: Late staff members
List of employees who are late for work. You can define the number of minutes late to be taken into account.
Alerts are possible for: Number of minutes (NBMINUTES)
Example of report format
CEG-RETARDCOLLABO: Late staff members
Same as the previous alert but for Oracle databases.
CEG-POINTAGEFORCE: List of forced clock outs by employee
List of employees for whom clock-out was forced.
Example of report format
CEG-JUSTIFECART: Justification of variances
List of reasons for store staff variances.
Example of report format
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Import Indicators
CEG-IMPORTSOK: List of data import files processed in last 7 days (floating period)
List of data import files processed without errors within the last 7 days.
Alerts are possible for: Total (TOTAL)
Example of report format
CEG-IMPORTSERR: List of data import files processed with errors in last 7 days (floating period)
List of data import files with rejected data within the last 7 days.
Alerts are possible for: Total (TOTAL), Processed (TRAITE) and Error (ERREUR).
Example of report format
CEG-IMPORTS: Data import results
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List of imported files, including details of processed files and files with errors.
Alerts are possible for: Total (TOTAL), Processed (TRAITE) and Error (ERREUR).
Example of report format
Miscellaneous Indicators
CEG-CLECRYPTAGE: List of encryption keys that are too old
List of encryption keys that have been in use for more than a year (365 days). After one year, new encryption keys must be defined.
Alerts are possible for: Number of keys (NBCLE)
Example of report format
CEG-LISTECADCTBDA: Contribution dates expired
This alert is used for gift lists. It displays the list of current contributions for which the expiry date is earlier than the current date. The document also contains the contributor's
contact information. The salesperson is in charge of reminding the customer of this expiry and of deleting the contribution. Items will then be made available again for future
contributions.
Alerts are possible for: Value of the contribution (VALEURCONTRIB)
Example of report format
CEG-PRETS: Loans with expired return dates
Used to list loans whose return date has expired.
Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (TOTALTTCDEV)
Example of report format
CEG-CDENONLIVREES: Orders with expired delivery dates
List of items, with quantities, included in a purchase order whose delivery date has expired. List sorted by supplier, order number and item.
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Alerts are possible for: Number (NUMERO) and Remaining quantity (QUANTITE_RESTANTE)
Example of report format
CEG-APPEL DU JOUR: Alert for call management
Used to list the calls of the current day (preferred date = current date) or all late calls (preferred date exceeded).
Example of report format
Event Log - Contents
The event log allows you to track certain actions made by users. For example, it is possible to list all receipt cancellations on the cash register, or all register switches to
standalone mode, or any other action configured for tracking.
Required settings
Viewing and purging the event log
Configuration of the Event Log
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Configuring actions to follow-up
The actions that are to be tracked have to be configured in "Menu 113 – Follow up actions" in the Access rights management module.
Features with their access rights set to "Authorized" will be tracked in the event log for the user group concerned.
Features with their access right set to "Denied" will not be tracked in the event log.
Once these actions defined, they can be followed up from the Event log:
- Back Office: Administration - Event log - Log query
- Front Office: Settings - Administration - Event log - Log query
Specificity on tracking basic data
When you select the Follow-up actions (113) menu, you can access the Basic data sub-menu which proposes to track the actions performed on the following records: Stores,
Warehouses, Customers (and Prospects), Suppliers and Items. There are 2 follow-up types available for this basic data: Standard and Customized
Standard follow-up
To track the actions performed on these records, you just have to set the "Standard follow-up" right to "Authorized". You can then view the actions performed in the event log,
as any other action.
Customized follow-up
The customized follow-up allows you to track specific fields in these records, so that you can, for example, monitor the modification of the customer's name, the deletion of a
store's address, or the creation of a price list category for a supplier, etc.
For further information about this topic, please refer to the documentation about Customized follow-up.
Managing access rights
To view the event log and the tracked actions, the following access rights must be granted to the concerned user group according to the authorizations you want to assign.
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Open the Administration menu (106), go to Event log and authorize or not the concerned user group to perform the following operations:
- Log query
- Line Query
- Purge
- Customized follow-up
- Purge of customized follow-up
For further information about this topic, please refer to the documentation about Customized follow-up.
Viewing and Purging the Event Log
Viewing the event log
Back Office: Administration - Event log - Log query
Front Office: Settings - Administration - Event log/Log query
This allows you to view the actions for which you have configured the follow-up.
Levels and status
Events are classified into 3 levels; the third level will determine the action performed. Each event displays a status in the following form:
To get more details about an event, double-click on the appropriate action line.
Approve the selected elements
This button is used to approve the selected elements.
Approving an element means that is viewed by a manager or an administrator. The latter can set a filter for non approved elements in order to follow up any element that has
not been seen yet.
Purging the event log
Manual purge
Back Office: Administration - Event log - Purge
Front Office: Settings - Administration - Event log/Purge
Select the lines to delete and click on the [Deleting selected elements] button.
Automatic purge
Back Office: Administration - Company - Company settings - Administration/Event log
Front Office: Administration - Company - Company settings - Administration/Event log
The event log can become very quickly extremely big. In this case, it may be advisable to implement an automatic purge.
Click here for further information on how to implement this purge
Customized Follow-Up - Contents
Yourcegid Retail gives you the opportunity to follow-up the changes made to certain records such as the Store, Warehouse, Customer (and Prospects), Supplier, and Item
records. This follow-up is called "customized" since it enables you to set the fields you want to trace specially for these records, in a creation, modification, or deletion
context.
Status
Description
Warning
Indicates actions on sensitive data such as the modification of the settings for example.
In progress
Indicates that the processing is started and not completed.
Error
Indicates that the processing completed with an error. Double-click on the event to display the detail.
Finished
Indicates that the processing completed successfully.
Debug
Is used by the Help Desk team to track certain events.
Interrupted
Indicates that the processing was interrupted by the user.
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Preliminary settings
Enabling the customized follow-up
Enabling the follow-up of actions for the records
Configuring the fields to follow-up
Managing access rights
Managing the customized follow-up
List of actions to be tracked
Reports and purges
Settings for Customized Follow-Up
Enabling the customized follow-up
Back Office: Administration - Company - Company settings -
Go to Commercial management/Default settings and tick the “Customized follow-up” company setting.
Enabling the follow-up of actions for records
Back Office: Administration - Users and access - Access right management
The records that are to be tracked have to be configured in the “Follow up actions (113)” menu in the Access rights management module.
To do that, select the Basic data submenu, and check for each record (Customers, Stores, etc.) you want to track that the Customized follow-up line is set to "Authorized":
Records with the Customized follow-up line set to "Authorized" will be tracked in the event log for the user group concerned.
Records with their Customized follow-up line set to "Denied" will not be tracked in the event log.
Example:
If you want to track the actions performed on the customer records, select the Customers/Customized follow-up line and set the access to "Authorized” for the user group
concerned.
Configuring the fields to follow up
Back Office: Settings - Customers (or Suppliers, Items, Stores, Warehouses) - Customized follow-up
The fields you want to track in a record must be set up via the menu associated with this record, such as: Items, Customers, Suppliers, Stores and Warehouses. As the process
is almost identical for all these screens, we will look at the customized follow-up for customers only.
Please notice: if the customized follow-up is enabled for the customer records, this feature is also enabled for the prospects records.
Go to Customers - Customized follow-up and perform the following operations:
1. First of all, specify in which contexts you want to follow up the fields of the customer records by selecting the appropriate checkbox:
Creation/Modification and/or Deletion
2. The left part of the screen lists all the fields that may be tracked in a customer record.
Use this button to move the fields you want to track to the right part of the screen and validate.
The fields moved to the right will be tracked in the customized follow-up of the event log.
Example:
If you select the follow-up option Creation, and if you select the Address field (T_ADRESSE1) from the fields to follow up.
Then, this means that you will track the creation of customer records for which the "Address 1" field is populated:.
This action can be viewed in the customized follow-up of the event log.
As in the event log, the customized follow-up creates a record for each creation, modification, or deletion.
The difference with the event log is that these events are recorded only for a sub-group of fields relating to the customer table.
The Filter field at the bottom of the screen allows you to display some of the available fields only, by setting the filter on the field name, field type or field description.
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Access rights management
Back Office: Administration - Users and access - Access right management
Activate the following access rights for the user groups of your choice. These rights depend on the follow-up you want to implement and the rights you want to grant.
Menu
Section
Access right description
Menu 105: Settings
These access rights of this menu have an impact on the Customized
follow-up, available via module Settings, menu Items, Customers,
Suppliers, Stores and/or Warehouses. This is aimed at granting
authorization or not to user groups of your choice so that they may
define the fields to follow up for these records. For the following
records you may enable or not the Customized follow-up option:
- Items
- Customers
- Suppliers
- Stores
- Warehouses
Example:
I authorize user group X to set the fields for the item records, but not
for the customer records.
Menu 106: Administration
Event log - Customized follow-up
The access rights have an impact on the Customized follow-up,
available via Administration - Event log. Grant authorization or not
for a selected user group to view the changes made on the following
records.
- Customers
- Suppliers
- Items
- Stores
- Warehouses
I authorize user group X to view the Event log/Customized follow-up
for the item records, but not for the customer records.
Event log - Purge customized follow-up
These access rights have an impact on the Purge of the customized
follow-up, available via Administration - Event log. Grant
authorization or not for a selected user group to purge the event log
for the following records.
- Customers
- Suppliers
- Items
- Stores
- Warehouses
I authorize user group X to purge the Event log/Customized follow-
up for the item records, but not for the customer records.
Menu 113: Follow up actions
Basic data
Enable the follow-up type (standard or customized) you want to
implement for each of the following records and the user groups you
have selected:
- Stores
- Warehouses
- Customers
- Suppliers
- Items
Example: I want to follow the actions performed by user group X on
the item records, but not on the customer records.
Please note that the standard follow-up corresponds to the follow-up
that is written to the event log.
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Managing the Customized Follow-Up
List of actions to be tracked
The settings defined for the items, customer, supplier, store or warehouse records will impact other commands. If you configure the follow-up of certain fields for these
records, the actions performed using the commands hereafter are also tracked in the customized follow-up:
Items
- Create from pictures
- Batch modification (with an impact on the dimensions of generic items)
- Batch modification by picture
- Batch deletion
Customers
- Batch modification (customer records)
- Deactivate customer
- Reactivate customer
- Merge customers
- Dashboard (start batch modifications from this board)
- Prospect records: any modification per record, and transforming prospect into customer.
Suppliers
- Batch modification
- Batch deletion
- Deactivate suppliers
- Reactivate suppliers
Stores
- Batch modification (with impact on warehouses)
- Deletion (using the Administration/Maintenance/Purge menu)
Warehouses
- Deletion (using the Administration/Maintenance/Purge menu)
Reports and purges
Viewing the changes in the event log
Back Office: Administration - Event log - Customized follow-up
1. Open the customized follow-up of your choice: customers, suppliers; items, stores, or warehouses.
2. The screen displays the list of the changes performed, according to the settings defined previously.
3. To get more details about a change, double-click on the appropriate line.
Purging the customized follow-up
Back Office: Administration - Event log - Purge customized follow-up
1. Select the element for which you want to perform the purge: customers, suppliers, items, stores, or warehouses.
2. Once the data displayed on the screen, select the lines to delete and press the [Delete] button.
3. Deletions are stored in the event log, with the JO2 setting.
Back Office: Getting Started
Connecting to the application
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You can access the Back-Office by double-clicking the Back Office icon on the Desktop, or using the Windows Start menu:
The identification screen then displays:
- Check the Company field: it must specify the name of the store (or training database, for testing only)
- Specify the user code in the User field.
- Specify the password associated with the user in the Password field.
- Click the [Connect] button to access the Back-Office menus.
The main menu displays and proposes the various modules of the application for which you have acquired the rights.
Environment
CEGID applications are generally composed of several modules. Each module is structured with menus, which are themselves composed of several commands. Whether you
need to view data, process this data, print a report, or carry out any other action, you must first open the module, then the menu and the necessary commands.
Please note!
Only serialized options are accessible. Therefore, only menus and commands composed of serialized options will be available.
About window
This option allows the user to know the name and number of the version of the application in use, and the description of the workstation. It is available by double-clicking the
logo in the upper right part of the welcome screen, or by selecting the About option in the Help menu, available in the main menu bar of the application.
Using multiple search criteria
Many search screens look like this:
There are several field types in the multi-criteria:
The mono-selection scrolling list allows the selection of one single value. It is characterized by a downwards arrow.
The multi-selection scrolling list allows the selection of one or more values: the combines use of keys CTRL+A allows you to select or deselect all values in the list. It is
characterized by an upwards arrow.
The dynamic search list (ellipsis) allows you to quickly find the desired value:
- Code entry + F5
- Description entry + (CTRL + F5)
Checkboxes usually have 3 states:
If the box is:
- checked, only data fulfilling the condition will be displayed.
- unchecked, only data not fulfilling the condition will be displayed
- "filled", all the data will be displayed.
Particularities of date fields
Date fields allow the entry of a date in the format MM/DD/YYYY:
- Either by manual entry.
- Or entering relative dates by the means of the following keyboard shortcuts:
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- Or entering asynchronous relative dates by the means of key SHIFT + the previous shortcuts, so that the 2 fields are “out of sync.” For example, for a date range starting at
the beginning of the month until today, type M in the start field and SHIFT + D in the end field.
Note that relative dates are shown in italics.
Wildcard characters
In a criteria range, the wildcard allows you to perform a search of type “Starts with” or “Contains”, and not only restrictive searches of the type From… to. These characters
are only used for alphanumeric fields.
Warning!
We strongly advice you not to use wildcard characters when building up your (items or other); otherwise you would not be able to benefit fully from this kind of search.
Access rights and user restrictions
Access rights
Back Office: Administration - Users and access - Access right management
The Access right management feature manages, for a user group the access to modules, menus and/or commands by authorization or prohibition. User groups are presented in
columns and can be handled simultaneously. Depending on the action status, the icons used have the following meanings:
Choice
Description
Keyboard shortcut
Day
Day’s date
D
Week
First day of the current week (and the last in the case of a range)
W
Fortnight
First day of the current fortnight (and the last in the case of a range)
F
Month
First day of the current month (and the last in the case of a range)
M
Quarter
First day of the current quarter (and the last in the case of a range)
T
Semester
First day of the current semester (and the last in the case of a range)
S
Year
First day of the current year (and the last in the case of a range)
Y
Previous
First day of the previous period (and the last in the case of a range)
Shortcut then the "+" key For
example: M-
Next
First day of the next period (and the last in the case of a range)
Shortcut then the "+" key For
example: M+
General
From 01/01/1900 to 12/31/2099
G
Other
From 01/01/1900 to today's date
<
Other
From today’s date to 12/31/2099
>
characters
Description
Percentage "%"
The "%" character allows you to replace a string of characters at the beginning or the end of
the field.
Examples:
"9%" displays all the stores whose code starts with the number "9"
"%aris" displays all the stores whose name ends with "aris"
Asterisk "*"
The "*" character allows you to replace a string of characters at the beginning or the end of the
field, but only for multi-selection fields:
Underscore "_"
The "_" character allows you to replace a character at the start, the middle or the end of the
field.
Example:
"TRO_SER" displays all articles whose description is "TROUSER".
Square brackets []
Square brackets allow you to include several values for the field in your search.
Example:
"M[7;8;9]" returns all items whose code starts with M7 or M8 or M9
Cyrillic characters
Do not use these characters to codify items.
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Click here for further information.
User restrictions
Back Office: Administration - Users and access - User restrictions/Store restrictions
In addition to access rights, user restrictions allow you to restrict data viewing from certain stores to certain users of the application. For example, you can authorize a store
user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.
The restrictions are then applied in each user record, based on the data to authorize.
Click here for further information.
Company Settings - Contents
Back Office: Administration - Company - Company settings - Commercial management
Company settings are used to define default data that may be confirmed or invalidated later by other more tuned settings (per store or document type, for example.) The
settings are defined in the various branches of the tree structure, as described hereafter.
Warning!
It is often necessary to restart the application after modification, as this information is stored in memory when the application is loaded.
Accounting
Show all settings
Commercial management
Default settings
Preferences
Stores and warehouses
Items
Dimensions
Service
Inventory
Customers Suppliers
Formatting customer fields
Documents - entry
Documents - processing
Financial accounts
Account posting
Inventory accounting closure
Front Office
Front Office standalone mode
External connections
Emailing
Pricing
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Logistics
Data import
Data export
Customer services
Customer orders and reservations
Scheduled tasks
CRM
Gift lists
Omni-commerce
Web Services
Link to .Next modules
Show all settings
Administration
Distribution
Location
Event log
Specifics
Performance
Company Setting - Accounting
Back Office: Administration - Company - Company settings
Contact information
Lists the contact information of your company: Name, Address, Phone Data specified in fields Factofrance and CGA is not managed in Yourcegid Retail Y2.
Accounting data
Dates
Only the following settings are taken into account.
Authorized range for deadlines
Folder settings
Data translation
Fields
Description
Default collective accounts
Specify the default collective accounts for auxiliary accounts of type customer and
supplier.
Account length
Define the number of characters used for the control and auxiliary accounts (up to
17) as well as their respective padding characters (used automatically to reach the
defined account length.) Budgetary accounts are not managed in Yourcegid Retail
Y2
Correspondence plans
Tax management in Yourcegid Retail Y2
Analytics
Tax management in Yourcegid Retail Y2
Field
Description
Number of days before
accounting date
Maturity dates cannot be inferior to the document date plus the number of days
entered.
Number of days after accounting
date
Maturity dates cannot be superior to the document date plus the number of days
entered.
Field
Description
Selection of the language used to enter data into the database. Any data entered is
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Account currency
Miscellaneous
Only the following settings are taken into account.
Company Settings - Default Settings
Back Office: Administration - Company - Company settings - Commercial management
Default data language
considered in the default language. The choice of this language determines the
translations.
Please note ! This choice is irreversible.
Table abbreviations created in
another language
When a value is created in a subtable in a language different from the data
language, this value "XXXX" is reported into the table abbreviation to check the
translation in the folder reference language.
Field
Description
Folder currency
Reference currency for the folder.
Number of decimals
Not accessible.
Default stock exchange
Defines the default stock exchange used for example for the creation of a store.
Default rate type
Defines the rate type used default for the documents. The rate type per document
(receipt, order...) can be changed in the settings of the document types.
Default rate type for payments
Allows you to define the rate type that is applied to payments by default.
Field
Description
Ignore model system
Checkmark this option if you want to apply the invoicing system entered, in the
case where the store's tax system of the document is not specified.
Invoicing system
Default invoicing system that will be applied when a store is created.
Please notice: If the invoicing system is not specified for the store of the document,
the default invoicing system will be applied, if the appropriate option is
checkmarked.
Third-party payment method
Select the payment method used by default when at third-party is created.
Field
Description
Country code of third-party
Default country code used for the creation of a third-party (customer / prospect /
supplier).
Default tax model
Specifies the tax model used by the country with the biggest business activity. The
item record will automatically store the tax type of the item for this tax model. The
tax types of the other countries will be managed by exceptions (see the settings of
the item record). The selected model is the tax model that will be applied:
- When a store is created,
- In a business document (invoice, receipt) if the tax model is not specified for the
store of the document.
Behavior of currency input with
no price list
- Automatic conversion: If you enter a document, in cases where there is no item
price list defined for a country, the price of the item record will be converted
automatically to the currency of the store (conversion is based on the exchange
rate.)
- Alert: If you enter a document, in cases where there is no item price list defined
for a country, you will be notified by means of an alert message.
- Block: If you try to enter an item, in cases where there is no item price list defined
for a country, the entry of the document will be blocked.
Currency alert
Alert requesting the rates to be updated if the rate is not up to date. The alert may
have the following characteristics:
- Alert by day: The system checks for the currency rate on the day of the week.
- Alert by week: The system checks for the currency rate for the week of the entry.
- Alert by month: The system checks for currency rate for the month of the entry.
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Company Settings - Preferences
Back Office: Administration - Company - Company settings - Commercial management
Advanced search
Translation
Selection for printed language: Checkbox enabling the selection of the printed language when a report is printed via the Layout tab.
Alert management
Format of alert files: Selection of the format for the file generated when alerts and indicators are sent per e-mail (refer to Alert Management.)
Enter
No alert: No warning message is issued.
Third-parties for transfer requests
This default third-party will be resumed in transfer requests.
Third-party for transfers
This default third-party will be resumed in transfer documents.
Third-party for inventory
discrepancies
Third-party specified in documents stating inventory discrepancies.
Third-party for special
movements
Default third-party resumed in documents for special movements (input, output,
etc.)
Enter customer for special inputs
and outputs
This option gives access to the entry of a third-party code for special documents
(input, output, input draft, output draft, etc.)
Third-party with tax excl. invoice
by default
When a customer or a prospect is created, the third-party will be invoiced as
follows:
- Tax exclusive invoicing: Upon document entry, the tax is calculated on entered
prices.
- Tax inclusive invoicing: In this case, the tax is included in the prices entered on
the document lines.
Default euro sale on third-party
record
For customers with IN-currencies (integrated into the euro), the sale is forced in
euros.
Rounded by line
Not supported in Yourcegid Retail Y2
New document address
management
The management of base document addresses
Exclusive euro management
If an IN-currency (Franc, Deutsche Mark) is entered, the document is forced in
euros.
Optional control of payment card
Not supported in Yourcegid Retail Y2
Entry of the sales representative
on Back Office receipts
When a sales representative is entered in the Back Office for a receipt, this option
enables the user to recover the employee from the previous receipt.
First day of the week
Selection of the first day of the week: Monday, Sunday or Saturday.
(Refer to Sales Objectives.)
Dividing the schedule into 4-4-5
periods
Use of the schedule divided into 4-4-5 periods: 4 Weeks + 4 weeks = 5 weeks (refer
to Sales Objectives,)
Field
Description
Multi-classification
The objective of this functionality is to be able to manage an unlimited number of
groupings, hierarchical or otherwise. These groupings can be allocated to customers
and items (Refer to Multi-classification.)
User fields
This option enables the management of user fields handled for example in item,
store and customer records, etc. (Refer to User Fields.)
Customized follow-up
This option enables the customized follow-up of basic data. (Refer to Customized
Follow-up).
Field
Description
At the choice of the sales
representative
The advanced search is performed by the means of a multiple criteria list for
searching sales representatives.
Third-party input
The advanced search is performed by the means of a multiple criteria list for
searching third-parties.
Fields
Description
Inform about the document no. at
the end of the creation
This checkbox, if enabled, triggers at each document validation the display of a
window specifying the number and the date of the created document. The following
fields are not managed in Yourcegid Retail Y2.
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Miscellaneous
Decimals
Follow-up reference
Company Settings - Stores and Warehouses
Back Office: Administration - Company - Company settings - Commercial management
Management of multiple warehouses
Multiple-line comments
Not supported in Yourcegid Retail Y2
Enter sales rep. by code
Not supported in Yourcegid Retail Y2
Field
Description
Photo for records
For the item record, the Notepad tab displays a photo. This settings allows you to
select the type of photo displayed by default.
Logo to print on reports
Selection of the access to the logo to be printed in a report.
Word printing template
Select a template for generating documents in Word format.
Directory of generation
Selection of the generation directory for documents edited in Word.
Fields
Description
Quantity decimals
Number of decimals for the Quantity column when entering documents or records.
Percentage decimals
Number of decimals for the entry of a percentage.
Unit price decimals
Number of decimals for unit prices.
Number of decimals for
selling/purchase prices
For purchases (or sales,) you can specify the number of decimals for the display of
prices:
- Either the number of decimals of the document currency.
- Or the number of decimals specified in the Unit price decimals field.
Field
Description
Follow-up reference title
You can customize the labeling of the follow-up reference. The title specified here
will then be displayed on the documents handling the follow-up reference in the
header.
Follow-up URL on Internet
Enter the URL for the follow-up, via the Internet, of the references entered into the
“Follow-up reference” field. Please notice that only one site is possible (UPS or
FedEx for example.)
Field
Description
Alphanumeric stores and registers
If this option is ticked, an alphanumerical codification can be used for stores and
registers.
Attention! If you activate the option, it will not be possible to manage a second
register touch pad.
Field
Description
Multiwarehouse per store
By default, multi-warehouse mode is inactive and inaccessible – the folder is
therefore managed in mono-warehouse mode.
Warning! Before activating this management mode, you must involve a CEGID
agent as the impact of this change is extensive and cannot be reversed.
Default warehouse
Once the previous setting enabled, you can specify a default warehouse.
Create warehouse for store
automatically
This option is strongly recommended in order to create a warehouse linked to the
store automatically.
Hierarchical chronology
You will keep consistent codes between the stores and their linked warehouses.
When a store is modified, the following question will arise: “This warehouse
already exists. Do you want to overwrite it?” If the answer is YES, and
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Authentication of salespeople
(Refer to Authentication of Salespeople)
Exception groups of payment methods
Enlarge the size of codes
This option is used for extending the length of the store and warehouse codes.
Attention!
As this setting has many impacts, the change in length requires a preliminary study by the R&D for its implementation.
Company Settings - Items
Independence of user-defined
information for stores and
warehouses
- If this company setting is not ticked, then the user-defined information of the
warehouses will be replaced with that of the store.
- If this company setting is ticked, then the user-defined information of the
warehouses will be retained independently of the user-defined information for the
store.
Field
Description
Central warehouse
This option allows you to specify the main warehouse. The inventory for this
warehouse can then be displayed also in:
- the dimension grids
- the Line info when entering documents:
International customizations
Option to tick to get access to international features (Contact information tab in
store record): Portuguese law, Taiwan law, etc.
Exception per store to the
management of serial numbers
The corresponding option will display when you click the [Additions) button in the
store record. In this case, the store can handle exceptions to the management of
serial numbers (refer to Serial Numbers.) According to items, the management of
serial numbers can be disabled for the store.
Main supplier exceptions by item
and by store
This setting enables you to manage replenishment options. Once this setting is
activated, a new option called “Taking into account the main supplier exceptions by
item and by store” will be available in the Store record, in the Replenishment tab in
order to manage supplier exceptions. These exceptions may be defined using the
[Additions - Main supplier exception for replenishment] button in the Store record,.
Transfer price management
You can also have this setting displayed when you click the [Additional
information - International customizations] button for the store record, provided
you have purchased the corresponding module.
Field
Description
Password strategy
Select the password strategy The password strategy is defined in the Administration
module, menu Users and access, command Password strategy (refer to
Authentication by password.)
Management of salespeople
authentication
The corresponding setting will display in the Miscellaneous tab in the store record.
This allows you to manage this function in certain stores only. A password strategy
must also be defined (a password strategy for sales representatives is provided by
default). Note that this setting must be checked in the company settings if the
Clock-in/clock-out management has been activated (Company settings - Link
to .Next modules - HR Optimisation).
Fingerprints connector
Setting to be ticked to enable authentication via fingerprint. This setting is available
after activation of the serialization (see the Administration module, menu
Serialization, command Activation of modules.)
Field
Description
Management of exception groups
This enables the management of exception groups for payment methods, allowing a
set of stores to use the same specific for managing payment methods.
Considering the customer's
country
The customer's country is taken into account to apply the maximum amount entered
for the payment method for foreign customers.
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Back Office: Administration - Company - Company settings - Commercial management
Field
Description
Item valuations by warehouse
Option checked by default and inaccessible for item valuations per warehouse.
Sold in multiples of
Initialization of the "Sold in multiples of" field.
Printing template for item record
Selection of the report template to print the item record.
Character set for 2D barcodes
Determines the character set used for encrypting and printing barcodes.
- ISO-8859-1: The encryption is performed with 1 byte per character.
- UTF - 8 – BON: This is a binary encryption of a UTF8 string, potentially
dedicated to Asian character sets. 2 bytes per character.
UNICODE RAW: For Unicode characters, but without encryption.
One supplier per item
Each item is linked to one supplier only. For purchases, the selection of a supplier
determines in this case the list of items that can be entered.
If disabled, this setting attributes several suppliers to the same item. In this case, the
item is linked to a main supplier and to secondary suppliers.
However, if the option is checked (by default), all items will be exclusively single-
supplier items.
ORLI presentation
If this option is checked, the options of the item record will not be visible in the
General tab, but in the Characteristics tab. Note that the User-defined statistics1 and
2 criteria are only available in the ORLI presentation format. This presentation is
also taken into account for item lists, Available detail...
Consignment management
Once this module serialized, this setting specifies that the folder handles consigned
items (refer to Managing Consigned Items.)
BOM management
All features linked to bills of materials (BOMs) are authorized in the application
(refer to Bills of Materials.)
Management of linked items
One or more items are linked to a reference item, especially to increase the sales in
the store (refer to Linked Items.)
Management of user-def.
information for financial items
This setting adds an Information tab to the register operations with the aim to
establish statistics.
Automatic barcode assignment
The barcode is assigned to the item when it is created. This setting authorizes or not
the automatic assignment of barcodes to the various dimensions (size/color, etc.) of
dimensioned items and to single items. We strongly advise you to let the software
assign these codes. Barcodes are then assigned via module Settings, menu Items,
and command Barcodes. This is aimed at determining by default, for all items, the
barcode type to use, a possible prefix, as well as a starting number for coding.
Distinct barcodes per supplier
You have access to the management of specific barcodes via the supplier record.
You define the settings of the barcode that are applied when the item is created or
when barcodes are generated for items linked to this supplier. Assignment rules for
suppliers are defined in the Supplier Record by the means of the [Barcode] button.
Distinct barcodes per item
Option checked by default and inaccessible to generate a barcode per item in order
to ensure the uniqueness of the code.
Updating the purchase and cost
prices in the item record
If this option is checked, prices are changed under the following conditions:
- Last purchase price: This price is always updated regardless of the store of the
document.
- Last cost price: This price is always updated regardless of the store of the
document.
- Weighted average purchase price: Is updated if the document is linked to the
default warehouse of the company settings (Commercial management / Stores and
warehouses / Default warehouse.)
- Weighted average cost price: Is updated if the document is linked to the default
store entered in the company settings (Commercial management / Inventory /
Default warehouse.)
Multi-packaging management
This option enables, for item referencing, the concept of "Handled/multiple of",
thus taking into account the packaging of the item that may be different from one
supplier to the other. You can enter for the referencing (customer, supplier or
company) that the item is handled in multiples of X (for example 5, 10, and 15...)
When the reference code is entered into a document, the line quantity must match
the multiple entered.
In the multi-referencing window, customer referencing handles a batch of 3 items
(e.g. Chocolate bars.) The quantity entered in this column will replace the value
entered in the document in accordance with the referencing type used. Therefore, if
in a customer invoice, a quantity of 1 is entered, the line quantity will be 3
(corresponding to 1 batch of 3 items.)
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Item code assignment
Mask-types
(See Mask-types)
Minimum length for search
(Refer to Search Priority).
For each of these search types (barcode, multi-referencing, item code, supplier catalog, and keyword,) you can define constraints applicable when entering data into the Item
search. The purpose of these constraints is to limit the number of searches for each criterion based on the code being searched. These constraints are linked to the minimum
number of characters, whether the space is authorized, and to exclusively numerical values.
As to the minimum length, if it is set to 8, and the code entered into the document has 3 characters, the search fails. Make sure you define a minimum length consistent with
the references entered.
Note that in company referencing, this value will be set to 1, and will not be
modifiable.
Authorize several headers per
BoM
You can create several compositions for a same bill of materials. (Refer to Bills of
materials). In this case the entry of BOMs is not possible for inventories, and the
labels linked to BOMs are not valued.
Use operator "Equal” in item
multiple criteria for user-defined
tables
In the list of items, there is a tab called "User-defined tables" which allows a
selection via the values entered in the user-defined tables of the item. Two cases of
selection are possible via this option:
- If the option is checkmarked, the search is performed on the exact value of the
table entered.
- If the option is not checkmarked, the search is performed on all the values
beginning with the value entered.
Example: A user-defined table has the following values: 01_Precious, 011_ Semi-
precious, 002_Without risk. If you want to select items, for which the value of the
user-defined table is 01_Precious:
- If this option is checkmarked, the item list will include only items with value
01_Precious.
- If this option is not checkmarked, the item list will include items with value
01_Precious and items with 011_Semi-precious, because the two codes begin with
01.
Field
Description
Automatic generation
You may check this option to automatically generate item codes when creating
items from the following elements.
If the Automatic generation checkbox is not selected, the manual assignment of a
code to an item record is mandatory. However, even if automatic generation is
activated, it is still possible to manually assign a code to an item record on a one-off
basis.
Code length
Determines the length of the item code.
Code prefix (Alpha)
Enables you to add a prefix to item codes.
Last counter used
Specifies the last counter used.
Field
Description
Management of mask-types
This implements assistance for entering quantities per dimension into a document.
To facilitate the entry of quantities into dimension grids, you will use pre-
referenced allocation profiles.
Enter mask-types by quantity
You can also enter quantities for items to be inserted into a document: the
conversion into numbers of mask-types will be performed automatically.
Field
Description
Default profile
Specify the item profile proposed first when an item record is created.
Apply automatically on creation
Checkmark this option to apply the default profile automatically.
Item search by keyword
Enables you to start an item search by keyword (see chapter on Item Search by
Keyword ). The "Keyword" field becomes accessible in the item record (General
tab).
Search priority for items
The search for an item is made in accordance with the search priority selected. This
priority is created in the Settings module, menu Items, command (cf. Search
Priority.)
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Example with a keyword priority:
This priority concerns item searches done outside a document (multi-criteria searches, in particular).
- Minimum length = 8: If the keyword entered is less than 8 characters, a search by keyword will not be done and the next search priority will be applied instead.
- Space authorized not checked : If the keyword entered contains a space, a search by keyword will not be done and the next search priority will be applied instead.
- Exclusively numerical checked: If the keyword contains at least 1 non-numerical character, a search by keyword will not be done and the next search priority will be applied
instead.
Serial number
(Refer to Serial numbers)
Item purge
Replacement item in documents Selection of a closed item that replaces purged items (refer to Purging Data.)
Batch management
(Refer to Batch Management)
Company Settings - Dimensions
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Item Dimensions)
Dimension masks
Field
Description
Serial number management
Tick this option to enable the management of serial numbers.
Minimum length
Minimum length defined for the serial numbers entered.
Space authorized
Checkmark this option to allow serial number to contain blank spaces.
Exclusively numerical
Checkmark this option if you want serial numbers exclusively numerical.
Formatting serial numbers
Select the format of serial numbers.
- All in uppercase
- All in lowercase
- First character in capital letters
- No modification
Referencing serial numbers
Referencing serial numbers is optional; it is used to identify all input/output
movements of items partially or totally composed of precious metals (gold, silver,
and platinum.) Tick this setting if you want to reference items with serial numbers
(see Referencing Items with Serial Numbers.)
Managing weights and
components of serial numbers
This checkbox option is enabled only if the previous one is ticked. It allows you to
manage weights and components for items with serial numbers. When a serial
number is referenced, you can manage the list of components (gold, silver, or other
precious metals...) in weight.
Field
Description
Batch management
Enables the batch management in the database. Some information identifying
batches are handled on options.
Management of the batch
tracking reference
Enables the Tracking reference field.
Management of expiry dates
Enables the expiry date of the batch.
Management of use-by dates
Enables the "Use-by date" of the batch. this expiry date is referred to as Use-by-
date
Field
Description
Optimized loading
This setting is used when displaying dimensioned tables. It limits the number of
dimensions displayed, loading only those registered as present. This improves
loading time when dealing with large dimension grids.
Mask settings limited to.... values
Proposes a preview of the settings limited to X values when creating dimension
masks.
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Dimension settings
Reserved colors
Company Settings - Service
Back Office: Administration - Company - Company settings - Commercial management
Category
Category level 1, 2 and 3: Default values for a category level used when creating a service.
Accounting and tax information
Mask-type management
This option must be checked to enable mask type creation (multi-store or not.)
Using the dimension matrix
This option must be ticked to display sizes in table format (also called “dimension
object”.)
Displaying null values in object
dimension
Allows you to set null numerical values in the dimension object.
Field
Description
Item record
Gives access from the item record to the settings of the table containing
dimensions.
Inventory record
Checkbox option to access the settings of the table containing dimensions from the
Item availability and Item availability by location (module Inventory/Query.)
Transfer proposals
Checkbox option to access the settings of the table containing dimensions via
Replenishment and distribution, the proposal modification; double-click on the line
of a dimensioned item to modify the quantities.
Dashboard
Checkbox option to access the settings of the table containing dimensions from the
dashboards (purchases / sales) if you double-click on the line of a dimensioned
item.
Field
Description
Consider reserved colors
This option enables the management of reserved colors customizable at item level.
The management of reserved colors prevents the user from creating too many
colors that will be used for only one item within the dimensions.
Associated dimension
Select the dimension category that matches the description of the reserved color
entered for the item. This field is available in the dimension grid or in the record of
the dimensioned item in the Characteristics tab: Reserved color.
Field
Description
Size of the input window for
dimensions
- Pivot table size: Limited to the size of the dimension mask itself. Once it exceeds
the maximum size, the scrollbars are used to navigate.
- Grid size: The dimensions window is superimposed onto the document entry lines
(the header, footer and left-hand menu can still be seen.)
- Application size: The dimension window takes up all of the available space.
Mask type for printing
Selection of the mask type printed on the documents.
Field
Description
Accounting category
Selection of the accounting category used when creating a service.
In stock
This option is used to specify that services are never managed in stock. Setting for
information only.
Business discount
Service taken into account in the calculation basis of the business discount in a
document.
Usable for loyalty
This option specifies if the sale of this service is taken into account for the
calculation of the loyalty total.
Management of user-def.
information for services
If this option is enabled, you will handle user-defined information, specific to items
of type service.
Commissionable
This option specifies that the sale of the service is taken into account in the
calculation of the sales representatives' commission.
Invoice total discountable
Service integrated with the calculation basis of an invoice total discount.
Is included in indexes
This option specifies if the sale of the service is taken into account in the
calculation of sales indexes (average basket...)
Discountable on line
Services can be subject to a line discount in a document.
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Barcode
Company Settings - Inventory
Back Office: Administration - Company - Company settings - Commercial management
Inter-warehouse transfers
(Refer to Internal Inventory Movements.)
Field
Description
Automatic barcode assignment
When creating a service, the barcode is created too.
Distinct barcodes per service
One barcode per service is assigned.
Field
Description
Last inventory closing
Not supported in Yourcegid Retail Y2
Neighborhood stores
When querying the store inventory remotely, only the warehouses tagged
“Managed on site” are proposed.
Assortment inventory
management
Replenishment on assortment enables the determination of products that are
distributed by each store, by generating quickly an assortment inventory per item
and per store. The feature is enabled, if you checkmark this option (refer to
Managing Assortments.)
Field
Description
Validation of transfer notices
This option enables transfer notices. During a transfer between two stores, or for
one store with different warehouses, a sent transfer (departure of goods from the
sender store) triggers the creation of a transfer notice. It allows the recipient (arrival
of goods) to control the receipt of goods compared to the goods physically received.
This transfer notice triggers the creation of a received transfer.
Recipient warehouse notices
(except subsidiary)
In a context excluding subsidiaries, the creation of a transfer generates a transfer
notice in the following cases:
- The sender and recipient stores are different and the recipient store handles the
validation of transfer notices.
- The sender and recipient stores are different and one of the sender or recipient
warehouses handles the validation of transfer notices.
Note that if one of the warehouses is a loan warehouse, a received transfer is always
generated.
This company setting enables the following operation in a context excluding
subsidiaries: a transfer notice is generated as soon as the recipient warehouse
handles the validation of transfer notices.
This setting combines with the others to generate from a sent transfer either a
transfer received directly, or a transfer notice. The following company settings are
also taken into account:
- Validation of transfer notices
- Direct transfer if sender store is of type Headquarters
Displays the recipient warehouse
This option enables the display of the "Systematic entry of recipient warehouse for
transfers" checkbox option the Additions tab of the store record.
If this company setting is checkmarked: the setting of the store record becomes
visible:
- Case of a transfer between two warehouses of a same store: the entry of the
transfer requires specifying the sender store, the recipient store, the sender
warehouse, and the recipient warehouse; the setting of the store record is
checkmarked or not.
- Case of a transfer between two warehouses of two different stores: the entry of the
recipient warehouse for the transfer is requested if the setting in the store record is
checkmarked. Otherwise, the recipient warehouse for the transfer will not be visible
and initialized by the default warehouse for inventory input of the store record.
If this company setting is not checkmarked: the setting of the store record is not
visible.
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